VIP Guest Experience Coordinator

Aquarian; New York (NY); On-site; USD 58,000 - 78,000; Full time

Job summary

Aquarian Holdings is seeking a Guest Services Coordinator to join our Workplace Services team in New York City. The role covers end-to-end coordination of all guest experiences, VIP visits, and office catering, serving as the central point of contact and owner of details from planning to post-visit follow-up.

The position reports to the Hospitality & Workplace Experience Manager and requires five days in the office with flexibility for early arrivals, late departures, and catering schedules.

Qualifications

• Bachelor's degree preferred; equivalent relevant experience considered.
• 3+ years in luxury hospitality, concierge, corporate guest services, or events.
• Experience coordinating guest visits, executive meetings, or hospitality experiences from prep to departure.
• Experience supporting catering, meetings, or events.
• Experience in high-expectation corporate/financial services or private-office environments.
• Proficiency with Microsoft Outlook and Microsoft Office; familiarity with CRM or visitor management systems.
• Ability to work onsite five days per week with flexible hours based on guest visits.

Responsibilities

• Partner with Executive Assistants, hosts, Reception, Security, and Workplace Services teams to develop and execute detailed visit plans.
• Coordinate guest visits from pre-arrival preparation through departure, ensuring each touchpoint is organized, welcoming, and aligned with Aquarian standards.
• Own and maintain guest preference profiles, visit history, service standards, and related guest information within approved systems, ensuring accuracy, consistency, and appropriate discretion.
• Prepare for daily guest activity and ensure clear ownership and handoffs before each arrival.
• Welcome, escort, and orient guests while coordinating visit logistics and transitions.
• Serve as an attentive point of contact during active visits and escalate issues appropriately.
• Coordinate and support VIP and Tier One visits ensuring exceptional execution, service continuity, and stakeholder communication throughout the guest journey.
• Serve as the primary point of contact for office catering, overseeing coordination, delivery, setup, presentation standards, service readiness, replenishment, and issue resolution.
• Technologically proficient and comfortable maintaining accurate records, guest preferences, calendars, communications, and operational systems.

Skills

Hospitality mindset

Coordination

Communication skills

Attention to detail

Discretion

Organization

Stakeholder management

Education

Bachelor's degree preferred

Equivalent relevant experience considered

Tools

Microsoft Outlook

Microsoft Office

CRM systems

Visitor management systems

Job description

Aquarian Holdings is seeking a Guest Services Coordinator to join our Workplace Services team in New York City. The role covers end-to-end coordination of all guest experiences, VIP visits, and office catering, serving as the central point of contact and owner of details from planning to post-visit follow-up.

The position reports to the Hospitality & Workplace Experience Manager and requires five days in the office with flexibility for early arrivals, late departures, and catering schedules.