Temporary Hospitality Coordinator [Contract Position]

TAIT; Burbank (CA); On-site; USD 30,000 - 39,000; Part time

Job summary

TAIT in California is seeking a Temporary Hospitality Coordinator (Contractor) to create a welcoming front-of-house, manage visitor logistics, and support executive engagements. This six-month engagement covers reception, catering coordination, and office support.

You will work with facilities and operations to maintain safety, sign-in workflows, and CRM logging, ensuring impeccable client experiences for visiting teams and guests.

Qualifications

• 1-2 years relevant work experience, entertainment experience is a plus.
• Must be able to lift or move up to 30 lbs.
• Ability to manage multiple tasks and stay organized.

Responsibilities

• Coordinate catering and special needs for in-office meetings with clients, visiting team members, and guests.
• Greet everyone who comes to HQ as a VIP and provide intuitive guidance.
• Provide a welcome environment for guests; manage sign-in/sign-out and badges as needed.
• Assist with general administrative duties (arranging car service, hotel, etc.).
• Maintain reception desk and log calls in the CRM for tracking.

Skills

Customer Service

Reception

Administrative Support

Job description

TAIT partners with artists, brands, IP holders and place makers to bring culture-defining, never-before-seen experiences to life. With a legacy of innovation spanning over 45 years, TAIT has grown from pioneering in rock ’n’ roll concert staging to setting the global standard for extraordinary live events and experiences through cutting-edge technology, precision engineering, and creative design. TAIT’s 20 global offices have developed iconic productions and experiences in over 30 countries, all seven continents, and even outer space for renowned performers, theme parks, exhibits, and venues across the globe, including partnerships with Taylor Swift, Cirque Du Soleil, Royal Opera House, Nike, NASA, Bloomberg, Google, Beyoncé, and The Olympics.

Position Purpose

The Temporary Hospitality Coordinator [Contractor Position] role is a healthy mixture of Customer Service, Reception, Administrative Support, and Office Management. This role is responsible for creating a welcoming environment and seamless experience for all TAIT’s visitors, assisting clients with travel arrangements/local logistics, supporting client visits by securing facilities to host meetings, arranging catering, overseeing the “front door experience”, and helping to maintain the overall safety and cleanliness of the facility. This role will also help support some members of the executive team with client-specific support tasks.

We expect this role to have a six month engagement.

Essential Responsibilities / Accountabilities

• Coordinate catering and special needs for in-office meetings with clients, visiting team members, and guests
• Following up with clients and guests ahead of their visit to prepare them, offer assistance, and ensure they feel welcomed and expected
• Greet everyone who comes to HQ as a VIP and provide intuitive guidance (clients, vendors, tour staff)
• Provide a welcome environment for guests visiting our buildings. Ensure a prompt welcome, follow sign-in and sign-out process, provide badges when needed, and provide any information necessary for a productive visit
• Assist with general administrative duties which may include ad hoc client requests (arranging car service, hotel arrangements, etc.)
• Maintain reception desk to handle incoming phone calls promptly (within 3 rings), log calls for tracking and future reference inside the CRM
• Access client information database (CRM) as needed to triage needs. Log cold calls and add leads to CRM
• Own the “front door” experience and layout for welcoming all visitors and ensuring an easy process for entry/signing in/waiting area
• Work alongside Facilities Management team to ensure the office areas and conference rooms remain clean, safe, and tidy
• Track, order, and stock office and kitchen supplies
• Process incoming invoices for credit card payment
• Track access badges to the building
• Maintain an active Employee roster to reference for phone requests that are not in the system, as well as safety for the front desk with recently terminated
• Sort all mail and distribute it throughout the company
• Prepare and send outgoing mail and shipments for teams
• Perform assigned duties according to the policies and expectations prescribed by the company
• Other duties may be assigned to meet business needs

Behavioral Competencies

• Customer Service Orientation: The ability to prioritize and meet the needs of guests, providing excellent service and ensuring their satisfaction.
• Communication Skills: Effective verbal and written communication skills to interact with guests, colleagues, and vendors professionally and efficiently.
• Attention to Detail: The capability to pay close attention to details, ensuring that all arrangements and accommodations are accurate and meet guest expectations.
• Problem-Solving: Being able to quickly and effectively resolve guest issues and complaints, finding creative solutions to ensure guest comfort and satisfaction.
• Organization: Strong organizational skills to manage reservations, schedules, and event logistics, ensuring everything runs smoothly.
• Adaptability: The ability to adapt to changing circumstances and handle unexpected challenges that may arise during events or guest stays.
• Teamwork: Collaborative skills to work effectively with other staff members, including housekeeping, food service, and management, to provide a seamless guest experience.
• Time Management: Efficiently managing time and prioritizing tasks to ensure that all responsibilities are met without delays.
• Conflict Resolution: Skill in de-escalating conflicts and handling difficult situations with diplomacy and professionalism.

Minimum Qualifications

• 1-2 years relevant work experience, entertainment experience is a plus

Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee is required to walk, bend, climb, push, pull, twist, squat, stoop, and kneel each day. Specific requirements are:

• Must be able to lift or move up to 30 lbs.
• Must be able to carry up to 30 lbs.
• Must be able to pull or push up to 30 lbs.
• Must be able to reach overhead.
• Must be able to work in small, sometimes awkward spaces and positions.

Work Conditions Of The Role Are

• Work conditions may involve limited exposure to unusual elements such as dirt, dust, fumes, unpleasant odors, and/or loud noises.
• Work environment involves some exposure to hazards or physical risks which require following basic safety precautions.
• Must be able to wear and properly utilize appropriate personal protective equipment (PPE) to work within or visit areas where required. This includes, safety glasses, reflective vest, ear plugs, safety toed shoes, and other PPE as required by the location.

TAIT is an equal opportunity employer fully committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran or any other protected characteristic as outlined by international, national, state, or local laws.