Office Experience Coordinator

Ricoh Americas Holdings•Southfield, TX

About The Position

The Site Lead oversees day-to-day site operations and serves as the primary point of contact for customers, employees, visitors, vendors, and facility stakeholders. The role combines leadership, hospitality, reception, conference center operations, audiovisual support, facilities coordination, mail and office services, and customer service to deliver a seamless workplace experience. The Site Lead is accountable for service delivery, contract compliance, operational efficiency, employee support, and customer satisfaction while maintaining a professional, welcoming, and functional office environment. Responsibilities span managed services operations, conference and event support, audiovisual and collaboration technology, reception and visitor management, facilities coordination, mail and print services, and customer relationship management. The role also supports employee scheduling and development, service-level monitoring, operational reporting, continuous improvement, and workplace safety activities.

Requirements

High school diploma or GED required.
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.
Demonstrated ability to manage multiple priorities in a fast-paced environment.

Nice To Haves

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

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, and workflow management; support staffing, onboarding, development, and performance management activities.
Monitor service levels, operational metrics, and contractual compliance; ensure work meets established service standards.
Prepare operational reports, service documentation, and administrative records; promote continuous improvement and service excellence initiatives.
Coordinate meetings, conferences, executive events, and special programs, including room setups, seating, logistics, and event support.
Prepare and monitor conference rooms to ensure they are stocked, configured, and ready for meetings.
Provide white-glove service to employees, executives, clients, and visitors; coordinate with stakeholders and vendors to execute events.
Support catering logistics, including ordering, delivery coordination, setup, invoice processing, and post-event cleanup; maintain hospitality and conference supply inventories.
Set up, operate, and troubleshoot audiovisual and collaboration technologies, including video conferencing platforms, Polycom systems, displays, projectors, and microphones.
Assist meeting participants with connectivity and technical issues; verify equipment functionality and ensure devices are charged, updated, and operational.
Document, track, and resolve technology issues; coordinate escalations with technical support teams and vendors; manage conference room technology resources and inventories.
Serve as the first point of contact for guests, visitors, employees, and vendors; answer incoming calls and provide a welcoming reception experience.
Register visitors through building security systems, maintain visitor logs, issue visitor badges and security cards, notify hosts, and direct guests to meeting locations.
Maintain visitor access records while protecting confidentiality and complying with security procedures; provide administrative support and manage shared reception communications.
Provide first-level support for facilities systems, tools, and processes; monitor service requests, shared mailboxes, and work-order queues.
Coordinate repairs, maintenance, vendor visits, and facilities issue resolution with building management, contractors, and service providers.
Conduct routine office inspections, assist with office reconfigurations, furniture moves, workspace planning, occupancy management, and employee seating changes.
Track vendor performance, escalate concerns, support workplace safety and compliance activities, and assist with special 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 portal when needed.
Ensure compliance with mail, print, and imaging procedures; maintain office supply inventories and coordinate replenishment.
Process work orders and support operational documentation requirements.
Build and maintain relationships with customers, employees, executives, vendors, and stakeholders; respond promptly to service requests and concerns.
Analyze problems and implement appropriate solutions with minimal supervision; communicate professionally across the organization.
Maintain confidentiality, professionalism, and integrity; identify opportunities to improve service quality, efficiency, and customer satisfaction.