Front Desk & Meeting Room Coordinator (Boston, MA)
About The Position
The Front Desk & Meeting Room Coordinator is the office’s first point of contact and helps coordinate daily office flow, reception, and meetings. The role works with executives and maintains strong internal and external relationships. This is an onsite position at 115 Federal Street in Boston, Massachusetts, with scheduled hours of 8:00 a.m. to 4:30 p.m., Monday through Friday, and flexibility for special meetings and events. The coordinator welcomes visitors, clients, and vendors; manages guest access and inquiries; maintains the reception area; and coordinates deliveries, mail, and courier services. The role manages meeting room schedules and setup, checks room readiness and technology, coordinates room-related issues with building management and vendors, and supports executive and client meetings and events. The coordinator also prepares meeting spaces and hospitality items, maintains office and café supplies, assists with onboarding logistics, supports office communications and initiatives, and follows visitor management and building security procedures.
Requirements
- High school diploma or GED.
- Two years of related experience.
- Exceptional customer service and interpersonal skills.
- Strong verbal and written communication skills.
- Professional appearance and demeanor.
- Strong organizational and multitasking abilities.
- Proficiency with Microsoft Outlook, Teams, Word, Excel, and room reservation systems.
- Ability to prioritize competing demands in a fast-paced environment.
- Strong attention to detail and follow-through.
Nice To Haves
- Experience managing meeting rooms, events, or executive support functions.
- Three or more years of experience in reception, office administration, hospitality, workplace operations, or client service.
- Associate or bachelor’s degree.
Responsibilities
- Greet and welcome visitors, clients, and vendors professionally and hospitably.
- Manage visitor procedures and coordinate guest access.
- Respond to general inquiries and direct visitors to appropriate contacts.
- Maintain a clean, organized, and professional reception area.
- Coordinate deliveries, mail distribution, and courier services.
- Serve as a central contact for office-related questions and requests.
- Manage meeting room schedules and reservations.
- Coordinate room setup according to meeting requirements.
- Keep meeting rooms clean, organized, stocked, and ready for use.
- Verify the functionality of audiovisual equipment, monitors, video conferencing systems, and other room technology.
- Conduct daily meeting room inspections.
- Coordinate with building management and vendors about meeting room issues.
- Support executive meetings, client meetings, and special events.
- Prepare conference rooms for client meetings and executive events.
- Ensure beverages, refreshments, and hospitality items are available.
- Maintain a welcoming environment that reflects the organization’s standards and brand.
- Anticipate guest and employee needs and respond promptly.
- Monitor and replenish office, café, cleaning, and printing supplies.
- Assist with onboarding logistics for new employees.
- Support office-wide communications and announcements.
- Assist with event planning and office initiatives.
- Maintain compliance with visitor management and building security procedures.
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What This Job Offers
Job Type
Full-time
Education Level
High school or GED
