Receptionist & Workplace Coordinator

TraceLink, Inc•Wilmington, MA

7d•Onsite

About The Position

The Receptionist and Workplace Coordinator is the first point of contact for our office and plays a central role in shaping the daily employee and visitor experience. This person sets the tone for professionalism, hospitality, and operational excellence. Beyond greeting guests, this role ensures that the workplace runs smoothly. From managing conference rooms and visitor access to coordinating lunches and events, you will be the steady presence that keeps the office organized, welcoming, and efficient. You will partner closely with IT, Facilities, leadership, and employees across departments to create a clean, safe, and productive environment where people can do their best work. This is a highly visible role that requires strong judgment, attention to detail, and a calm, solutions focused approach.

Requirements

Monday through Friday availability from 8:30 am to 5:00 pm, with occasional evening or weekend support as needed
Minimum of 2 years of administrative and or customer service experience
Professional business attire required daily
Positive and professional demeanor with a strong sense of urgency
Strong attention to detail and organizational skills
Ability to remain calm and composed in a fast paced environment
Intermediate proficiency with Google Suite including email, Docs, Sheets, and Calendar, or Microsoft Office
Ability to reach, bend, stoop, push, and pull; frequently lift up to 20 kilograms and occasionally lift or move up to 23 kilograms

Responsibilities

Welcome all visitors and vendors in a professional and courteous manner
Ensure check in protocol is followed and all visitors are properly logged
Pre schedule, confirm, and cancel visitors in the visitor management system
Manage all temporary, vendor, and visitor badges in compliance with company policies
Notify IT immediately for any badge that needs to be deactivated
Answer phones, direct calls to the appropriate team members, and take follow up action when needed
Manage conference room calendars and support room bookings
Relocate meetings as needed to accommodate scheduling changes
Support external meetings and visitors, including ordering, setting up, and cleaning up coffee and catering
Provide coordination and support for events, meetings, and conference facilities as required
Oversee daily lunch deliveries for the office
Manage mail, shipping, and receiving needs for multiple departments
Support the company desk booking software
Create and maintain a safe, clean, and rewarding workplace environment
Continuously improve the reception space and visitor area to ensure it is organized and inviting
Support office supplies management, landlord relations, safety and security efforts, and other administrative duties as needed
Actively support an environment of teamwork, cooperation, performance excellence, and personal success
Serve as a dependable and resourceful partner to employees and leadership