Client Experience & Front Office Coordinator

Refined Gardens•Tempe, AZ

4d•Onsite

About The Position

We are seeking a highly polished, detail-oriented professional to manage our front office and deliver a consistently elevated client experience. This role serves as the first point of contact for clients and is responsible for maintaining a presentation-ready environment across all client-facing areas of the office. This position blends hospitality, administrative support, and front-of-house coordination in a high-end, design-focused environment.

Requirements

2+ years of experience in a client-facing role (hospitality, front office, or administrative support)
Strong communication and interpersonal skills
Professional presence aligned with a high-end client experience environment
High level of attention to detail and situational awareness
Ability to multitask and prioritize effectively in a dynamic environment
Ability to take ownership of front-of-house operations and maintain standards independently
Demonstrates pride in delivering a high-quality, well-presented experience

Nice To Haves

Experience in hospitality or beverage service strongly preferred

Responsibilities

Greet clients and visitors with professionalism, confidence, and warmth
Provide beverage service (coffee, water, wine, and light refreshments) for client meetings
Prepare and maintain conference rooms for client meetings
Anticipate client needs and ensure a seamless, high-end experience from arrival through departure
Maintain a consistently clean, organized, and presentation-ready front office and reception area
Ensure all client-facing spaces (lobby, conference rooms, and visible work areas) are maintained to a high standard at all times
Proactively address minor presentation items (e.g., tidying surfaces, resetting spaces) and coordinate with internal teams or cleaning services for larger needs
Coordinate internally to ensure the office remains tour-ready throughout the day
Identify and address presentation issues proactively or escalate as needed
Answer and direct incoming phone calls
Manage incoming and outgoing mail and deliveries
Assist with scheduling and calendar coordination
Maintain accurate client records and update internal systems (CRM)
Assist with preparation of client proposals and presentation materials
Track and manage office supplies and inventory
Coordinate with vendors and service providers
Support internal team members with administrative and coordination tasks