Building Receptionist (Onsite - Monday through Friday, 7:30 AM to 4:30 PM)

Covetrus•Portland, ME

2d•Onsite

About The Position

The Building Receptionist/Coordinator serves as the first point of contact for employees, tenants, visitors, and vendors at our Portland, Maine headquarters. This highly visible role is responsible for creating a welcoming, professional, and well-organized workplace environment while helping ensure the building operates smoothly each day. Reporting to the Facilities & Property Manager, the Workplace Experience Coordinator plays a key role in supporting workplace operations, tenant services, managing shared spaces, coordinating building services, and enhancing the experience of everyone who enters the facility. The ideal candidate is energetic, organized, technologically proficient, customer-focused, and takes pride in solving problems, anticipating needs, and delivering exceptional service. This position is perfect for someone who enjoys interacting with people, thrives in a fast-paced environment, and takes ownership of creating a positive workplace experience every day. It also offers opportunities to expand responsibilities and grow professionally within workplace operations, facilities management, and property management.

Requirements

High school diploma or equivalent required.
Experience in customer service, hospitality, office administration, workplace services, property management, or a professional office environment preferred.
Experience supporting a multi-tenant office environment is a plus.
Demonstrated ability to manage multiple priorities while maintaining a high level of professionalism and service.
Outstanding customer service skills and a genuine desire to help others.
Excellent verbal and written communication skills.
Strong organizational and time-management abilities.
Exceptional attention to detail and follow-through.
Strong problem-solving skills and sound judgment.
Ability to anticipate needs and proactively address issues before they become problems.
Demonstrated reliability, professionalism, accountability, and ownership.
Self-motivated with the ability to work independently and take initiative.
Positive attitude and willingness to support a variety of workplace needs.
Ability to interact professionally and confidently with employees, executives, tenants, vendors, and visitors.
Strong situational awareness and the ability to effectively prioritize competing demands.
Candidates should be comfortable learning and utilizing Microsoft 365, Outlook, Teams, Excel, Word, workplace management systems, and other software platforms to improve efficiency and organization.
Ability to adapt to changing priorities and support the evolving needs of a dynamic workplace.

Responsibilities

Serve as the primary point of contact for employees, tenants, visitors, and vendors.
Create a welcoming, professional, and positive first impression for everyone entering the building.
Manage the visitor management system and ensure a seamless, secure, and professional check-in experience.
Answer questions, provide assistance, and connect individuals with the appropriate resources.
Maintain and continuously improve front desk procedures, workplace guides, checklists, and operational documentation.
Support a culture of hospitality, professionalism, and service excellence throughout the facility.
Manage employee and visitor access badges, parking procedures, workplace requests, and building communications.
Coordinate incoming and outgoing mail, packages, and deliveries, including scanning and distribution as needed.
Monitor and maintain conference rooms, kitchens, collaboration spaces, and common areas throughout the day.
Configure and reset conference rooms to support meetings, training sessions, tenant events, and special functions.
Assist with room scheduling, setup coordination, and ensuring spaces are organized, functional, and presentation-ready.
Proactively identify workplace needs and take initiative to resolve issues before they impact employees, tenants, or visitors.
Assist in coordinating building vendors and service providers, including janitorial, maintenance, and workplace service partners.
Serve as a liaison between tenants, building vendors, and the Facilities & Property Manager to help ensure requests, concerns, and service needs are addressed promptly and professionally.
Monitor building conditions and proactively communicate maintenance, cleanliness, safety, or service concerns.
Help maintain a clean, organized, and professional environment throughout the facility.
Support workplace events, employee activities, and tenant engagement initiatives.
Assist the Facilities & Property Manager with special projects and operational initiatives as needed.
Maintain accurate records related to visitors, building access, parking, workplace requests, and operational activities.
Utilize Microsoft 365 applications, email, workplace software platforms, and other business systems efficiently and effectively.
Learn and become proficient in various workplace technologies and software tools used to support building operations.
Identify opportunities to improve processes, increase efficiency, and enhance the employee, tenant, and visitor experience.
Respond promptly to requests and consistently follow tasks through to completion.