Workplace Coordinator - Front Reception

Horizontal Talent; New York (NY); On-site; USD 77,000 - 131,000; Full time

Job summary

Horizontal Talent is seeking a front desk professional to be the first point of contact in a fast‑paced headquarters. This on‑site role combines warm reception with day‑to‑day coordination of visitors, deliveries, meeting traffic, and space upkeep for a dynamic workplace experience team.

You will welcome guests, issue badges, route requests, and support scheduling and event logistics while maintaining logs and ensuring a smooth, professional check‑in experience.

Qualifications

• 2–3 years experience in front desk, reception, hospitality or guest-facing roles.
• Strong written and verbal communication, professional demeanor.
• Ability to stay organized and responsive with multiple tasks.

Responsibilities

• Welcome guests and employees at the front desk and ensure smooth check‑in.
• Issue visitor badges, notify hosts, direct to rooms and spaces.
• Manage arrivals, deliveries, and packages and keep reception organized.
• Respond to phone/email inquiries and route requests.
• Assist with scheduling for meetings and events.
• Restock supplies and reset spaces after events.
• Support room setup/breakdown for meetings and programming.
• Maintain visitor logs and front desk notes; support reporting.

Skills

Front desk

Hospitality

Guest services

Communication

Scheduling

MS Office/Google Workspace

Visitor management

Attention to detail

Independent work

Lifting up to 25 lbs

Education

Bachelor’s degree or equivalent experience

Tools

Visitor management system

Microsoft Office

Google Workspace

Job description

Bring your hospitality and front desk expertise to a high-visibility role where you’ll be the first point of contact for guests and employees at a fast-paced headquarters environment. This on-site position combines warm reception support with day-to-day coordination of visitors, deliveries, meeting traffic, and space upkeep across a dynamic workplace experience team.

Responsibilities

• Welcome guests, visitors, and employees at the front desk and ensure a smooth check-in experience
• Issue visitor badges, notify hosts, and direct guests to meeting rooms, restrooms, and amenity spaces as needed
• Manage the flow of arrivals, deliveries, and packages throughout the day while keeping the reception area organized
• Respond to phone and email inquiries from the front desk and route requests appropriately
• Support guests with basic needs such as directions, local recommendations, and help with Wi‑Fi or other simple troubleshooting
• Assist with scheduling coordination for meetings and events, helping resolve calendar conflicts when needed
• Complete walk‑throughs of reception, meeting, and amenity areas to reset spaces, restock supplies, and note maintenance needs
• Help with room setup and breakdown for meetings, events, and programming activities
• Maintain accurate visitor logs and front desk notes, and support reporting needs for the workplace experience team

Skills

• 2 to 3 years of experience in front desk, reception, concierge, hospitality, customer service, or a similar guest‑facing role
• Strong communication skills, both written and verbal, with the ability to interact professionally and discreetly
• Ability to stay calm, organized, and responsive when handling multiple guests, calls, and deliveries at once
• Comfort using visitor management systems, basic scheduling tools, and Microsoft Office or Google Workspace
• Dependable attendance and reliable desk coverage during scheduled hours
• Strong attention to detail and the ability to follow procedures, checklists, and service standards carefully
• Ability to work independently on assigned tasks and take initiative to solve problems and improve processes
• Must be able to lift and carry up to 25 pounds repeatedly and remain on your feet for at least 3 hours per day
• Bachelor’s degree in a related field or equivalent experience

Preferred Skills

• Experience in a corporate office, hotel, executive briefing center, or event venue
• Background supporting security or visitor badging workflows
• Experience in a technology company or other fast‑paced environment
• Exposure to workplace wellness programs or employee amenities
• Interest in hospitality, service excellence, and creating memorable visitor experiences
• Relevant certifications or coursework in hospitality, customer service, or a related field

Horizontal is committed to fostering a diverse, equitable, and inclusive workplace where people feel respected, supported, and able to do their best work. We welcome candidates from all backgrounds and encourage individuals to apply who are excited to contribute to an environment built on collaboration, care, and continuous improvement.

For those that join the team, we offer competitive compensation and benefits including medical, dental, vision, and retirement.

The pay range for this role is $56 - $95 per hour based on qualifications and experience.