Office Maestro: Reception & Events Coordinator

Colonial Group; Houston (TX); On-site; USD 42,000 - 62,000; Full time

Job summary

Colonial Group is seeking a Receptionist and Events Coordinator to support daily office operations and coordinate internal and external events. The role emphasizes proactivity, organization, and enthusiasm to ensure smooth office functioning and well-executed events that boost team engagement and brand presence.

The position focuses on front-desk duties, meeting logistics, travel arrangements, and collaboration with facilities and the marketing team to deliver successful events.

Qualifications

• Proven experience in office administration and/or event coordination.
• Excellent organizational and multitasking skills.
• Strong communication and interpersonal abilities.
• Ability to work both independently and collaboratively.
• Proficiency in Microsoft Office Suite and other administrative tools (e.g., Google Workspace, event platforms).
• Attention to detail and problem-solving aptitude.

Responsibilities

• Act as the first point of contact for office-related queries.
• Manage office supplies inventory and place orders as needed.
• Maintain office cleanliness, organization, and upkeep in coordination with facility services.
• Greet clients, suppliers, and visitors to the office in a professional and positive manner.
• Assist in the preparation of regularly scheduled reports for various departments.
• Answer the main phone line and direct all incoming calls to appropriate personnel.
• Manage incoming and outgoing mail and packages.
• Organize and schedule meetings and document detailed meeting minutes for distribution.
• Reconciliation and submission of expense reports.
• Help booking travel arrangements for management and operations teams.
• Maintain boardrooms, set up for meetings, and organize lunches as requested.
• Liaise with building management to request and manage access swipe cards, parking stalls, and general office maintenance requests.
• Provide general administrative support to staff and leadership as needed.
• Plan, organize, and execute internal events (team-building activities, staff celebrations, etc.).
• Coordinate logistics for external events such as conferences, exhibitions, and client meetings.
• Liaise with venues, caterers, and suppliers to ensure seamless event execution.
• Mange event budgets, ensuring cost-effective solutions.
• Create event collateral (e.g., invites, signage) in collaboration with the marketing team.
• Monitor feedback and make recommendations for improving future events.

Skills

Office administration

Event coordination

Organizational skills

Multitasking

Communication

Interpersonal skills

Independence

Collaboration

Attention to detail

Problem solving

Tools

Microsoft Office Suite

Google Workspace

Event platforms

Job description

Colonial Group is seeking a Receptionist and Events Coordinator to support daily office operations and coordinate internal and external events. The role emphasizes proactivity, organization, and enthusiasm to ensure smooth office functioning and well-executed events that boost team engagement and brand presence.

The position focuses on front-desk duties, meeting logistics, travel arrangements, and collaboration with facilities and the marketing team to deliver successful events.