Office Experience Coordinator

Ricoh • Dallas, TX

18h

About The Position

The Office Experience Coordinator, identified in the description as the Site Lead, oversees day-to-day site operations and serves as the primary on-site contact for customers, employees, visitors, vendors, and facility stakeholders. The role brings together leadership, hospitality, reception, conference center operations, audiovisual support, facilities coordination, mail and office services, and customer service to maintain a welcoming and functional workplace. The Site Lead is accountable for service delivery, contract compliance, operational efficiency, employee support, and customer satisfaction.

The position leads and coordinates managed services, conference and event support, AV and collaboration technology, visitor management, facilities requests, shipping and receiving, and office services. It also supports employee scheduling and development, service-level monitoring, operational documentation, vendor coordination, workplace safety activities, and continuous improvement.

Ricoh describes itself as an integrated solutions provider focused on connecting people and technology, delivering customer experiences and workplace services, and supporting more sustainable business outcomes. The company offers insurance options, retirement and savings programs, tuition assistance, paid vacation and holidays, and other health, wellness, and professional development benefits.

Requirements

• High school diploma or GED.
• At least 2 years of experience in hospitality, facilities, workplace services, conference services, AV support, managed services, or related customer-facing operations.
• Experience supporting corporate conferences, meetings, and workplace operations.
• Knowledge of Microsoft Teams, Zoom, Polycom, and other collaboration technologies.
• Experience working with vendors, customers, and executive-level stakeholders.
• Ability to manage multiple priorities in a fast-paced environment.

Nice To Haves

• Associate or bachelor's degree.
• Previous team leadership, training, or supervisory experience.

Responsibilities

• Lead daily operations for mail, hospitality, conference services, reception, facilities coordination, shipping and receiving, and related office support services.
• Serve as the on-site customer contact for service issues, escalations, and operational concerns.
• Assist with employee scheduling, work assignments, training, workflow management, onboarding, development, and performance management activities.
• Monitor service levels, operational metrics, and contractual compliance, and ensure work meets established service standards.
• Prepare operational reports, service documentation, and administrative records; promote continuous improvement and service excellence.
• Coordinate meetings, conferences, executive events, and special programs, including room setup, readiness, logistics, and event support.
• Provide hospitality service to employees, executives, clients, and visitors, and coordinate with stakeholders and vendors to execute events.
• Support catering orders, delivery coordination, setup, invoice processing, cleanup, and hospitality supply inventory.
• Set up, operate, and troubleshoot audiovisual and collaboration technologies, and assist meeting participants with connectivity and technical issues.
• Check that AV equipment is functional, charged, updated, and operational; document and track technology issues and coordinate escalations with support teams and vendors.
• Manage conference room technology resources and equipment inventories.
• Serve as the first point of contact for guests, visitors, employees, and vendors; answer calls, greet visitors, and maintain reception communications.
• Register visitors through building security systems, issue badges and security cards, notify hosts, direct guests, and maintain confidential visitor access records.
• Monitor facilities requests, shared mailboxes, and work-order queues; coordinate repairs, maintenance, and vendor visits with building management and service providers.
• Conduct routine office inspections, support office reconfigurations and workspace planning, and assist with occupancy management and seating changes.
• Track vendor performance, escalate concerns, and assist with workplace safety, hazard identification, compliance, and facilities projects.
• Oversee mail distribution, shipping, receiving, courier services, and package management.
• Operate multifunction devices, copiers, scanning equipment, and mail processing equipment; support production print services and direct colleagues to the appropriate portal when needed.
• Maintain office supply inventories, coordinate replenishment, process work orders, and support mail, print, imaging, and operational documentation procedures.
• Build relationships with customers, employees, executives, vendors, and stakeholders; respond to service requests and concerns, solve problems with minimal supervision, and communicate professionally.
• Maintain confidentiality, professionalism, and integrity, and identify opportunities to improve service quality, efficiency, and customer satisfaction.

Benefits

• A choice of medical, dental, life, and disability insurance options.
• Retirement Savings Plan (401K).
• Health Savings Account (HSA) and Flexible Spending Account (FSA) options.
• Team member tuition assistance programs.
• Paid vacation time and paid holidays annually.
• Additional benefits supporting health, wellness, and personal and professional development.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED