Hospitality & Showroom Experience Coordinator

INSIDE SOURCE INC.•Seattle, WA

2d•Onsite

About The Position

The Showroom Experience Coordinator is a highly visible, people-oriented position that acts as the Insidesource brand's initial point of contact with clients, visitors, and staff. The Coordinator demonstrates strong administrative and interpersonal skills, and the ability to interact across a broad spectrum of roles to create a welcoming and extraordinary experience for all. The Showroom Experience Coordinator has a passion for people engagement, thrives in a customer-facing environment, and enjoys nurturing relationships and working collaboratively. The Showroom Experience Coordinator will demonstrate: An elevated hospitality mindset, with a desire to create meaningful experiences for all. Proactive problem solving; ownership and pride in their responsibilities and the showroom. A positive, self-driven, and passionate dedication to execution. Exceptional organizational, communication, and time management skills. Proficiency in event planning, with strong attention to detail and the ability to work collaboratively in a fast-paced environment. Empathy and flexibility in all interactions.

Requirements

Attendance & Punctuality: Begin work on time and keep absences within guidelines. Ensure responsibilities are covered when absent. Schedule time off in advance. This position requires in-office presence five days per week.
Accountability: Is a reliable partner who responds to requests promptly and clearly. Is committed and dependable.
Initiative: Volunteers readily and seeks increased responsibilities. Looks for opportunities for self-development and to improve showroom processes. Asks for help, welcomes feedback and is open to learning.
Quality: Demonstrates accuracy and thoroughness. Displays commitment to excellence. Looks for ways to improve and promote quality. Applies feedback to improve performance. Monitors own work to ensure quality.
Personal Appearance: Professional, polished dress and demeanor.
Planning & Organization: Prioritizes and organizes workload and makes efficient use of time to fulfill goals. Comfortable with changing priorities and managing multiple tasks.
Technology: Expert knowledge of Microsoft Suite and comfortable with a variety of software and web-based applications.

Nice To Haves

Previous Experience: Hospitality or customer service background is a plus.

Responsibilities

Handle all guest interactions with the highest degree of hospitality and professionalism, accommodating special requests whenever possible.
Directly support the Sales Teams to ensure the effective planning and seamless execution of internal and external events.
Foster a secure, welcoming, and engaging environment for employees and visitors.
Provide exceptional and intuitive hospitality, anticipating and supporting guest and Insider needs.
Greet Insiders, visitors, and vendors during business hours Monday – Friday.
Answer incoming calls and transfer them to the appropriate staff member.
Send out weekly events & showroom schedule to the Seattle region.
Ensure cleanliness throughout the day, including cleaning surfaces in common areas.
Handle the receipt, sorting, and distribution of mail and packages, ensuring timely and accurate delivery to the appropriate recipients.
Create FedEx shipping labels and ensure supplies are available.
Order and present food for client visits.
Ensure all technology-enabled rooms, displays, and equipment (e.g., lighting, screens, AV systems) are functioning correctly and flags issues promptly with IT.
Oversee the care, maintenance, and health of any living plants in the showroom.
Maintain showroom organization, ensuring the space is ready for customer engagement.
Replenish and stock office supplies as needed and per budget.
Maintain the cleanliness of the kitchen and kitchen equipment.
Knowledge of site safety plans (i.e., fire and emergency response).
Update & organize design library finish samples.
Support furniture installations, showroom upgrades, and maintenance as required.
Facilitate food & beverage needs for showroom tours, team lunches, vendor events, and small gatherings.
Assist with organizing and facilitating showroom events for customers & industry associates.
Manages Chair Demo samples for pickup and drop-off.
Collaborate with cross-functional teams on best practices, protocols, and workflow to ensure consistency across Seattle office locations.
Assist with ad hoc administrative tasks and special projects, including requesting and preparing finish sample shipments, printing/plotting, etc.
Work closely with the Sales & Design teams to schedule and execute showroom tours, onsite meetings, and vendor presentations.
Communicate with HR, Facilities, and Leadership about challenges, progress, and initiatives related to the showroom.
Lead communication and follow-up with property landlord, including heat/ac, operational functions, keycards etc.
Meet, greet, and welcome all new employees.
Conduct showroom tours/orientations.
Ensure new hire work areas are cleaned and equipped for employees.
Work with marketing to order gifts and flower arrangements as needed for special occasions.
Manage all Seattle Insider lunches. Budget, ordering, scheduling, etc.
Maintain strict confidentiality on all HR-related items.