Front Desk & Meeting Room Coordinator (Boston, MA)

M&T Bank•Boston, MA

5d•Onsite

About The Position

The Front Desk & Meeting Room Coordinator serves as the office’s first point of contact and helps coordinate daily office operations, reception, and meetings. This is an onsite role 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 role includes welcoming and assisting visitors, coordinating guest access, and maintaining a professional reception area. It also manages meeting-room reservations and readiness, supports executive and client meetings and special events, and helps maintain a welcoming hospitality experience. Additional office operations support includes replenishing supplies, assisting with new-employee onboarding logistics, supporting office communications and initiatives, and following 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 meeting-room setup according to meeting requirements.
Ensure meeting rooms are clean, organized, and properly stocked.
Verify the functionality of audiovisual equipment, monitors, video conferencing systems, and room technology.
Conduct daily room inspections to maintain meeting-room readiness.
Coordinate with building management and vendors regarding room-related 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 organizational 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.