Workplace Concierge

American Public Media Group•Saint Paul, MN

5d•Onsite

About The Position

The Workplace Concierge is the front door and first interaction with the Kling Public Media Center (KPMC), creating a warm, polished, and seamless experience for employees, artists, guests, donors, vendors, and community partners. This role leads front-desk hospitality, workplace coordination, meeting and gathering support, and daily service needs in a dynamic public media environment. Working closely with the Facilities Manager and partners across APMG, the Workplace Concierge supports visitor management, meeting readiness, workplace services, and employee support. The ideal candidate brings a strong service mindset, sound judgment, and the ability to work across teams with professionalism and care.

Requirements

3+ years of experience in hospitality, workplace experience, office administration, or another customer-facing operations role.
High school diploma or equivalent required
Strong service orientation, attention to detail, and follow-through in a fast-paced environment.
Proficiency in Microsoft 365 and comfort with scheduling, visitor management, room booking, or service request systems.
Excellent communication and interpersonal skills, with the ability to work effectively with employees, guests, vendors, and VIP visitors.
Strong organization, problem-solving, and time-management skills, with a proactive and adaptable approach.
Must be able to perform the essential duties of the position with or without reasonable accommodation.
Ability to manage some work outside of standard office hours as needed.
Required to move about in an office environment and sit for extended periods of time
Required to move about in the community
Ability to stand or walk for extended periods and occasionally lift or move items up to 50 pounds.
Frequent use of hands for data entry/keystrokes and simple grasping

Nice To Haves

additional education in hospitality, business, or a related field is a plus.
Background in hospitality management, corporate services, or workplace experience programming.
Event coordination experience in a corporate, nonprofit, or media environment.
Familiarity with accounts payable workflows, expense management tools, or related administrative systems.

Responsibilities

Serve as the primary front-desk presence for staff, artists, guests, donors, vendors, and community partners, creating a welcoming and professional experience.
Support visitor check-in, badging, wayfinding, and arrivals for guests, VIPs, and partner groups.
Coordinate meeting support, including room readiness, refreshments, basic technology checks, and reset.
Anticipate and respond to employee and visitor needs while modeling hospitality standards that reflect APMG’s values of service, inclusivity, and care.
Coordinate conference room scheduling, setup, reset, and readiness in partnership with IT, executive assistants, and other internal teams.
Receive, sort, and distribute mail, packages, and courier deliveries for workplace and departmental operations.
Monitor and restock office supplies, pantry items, and shared workplace essentials, and maintain vendor contacts and ordering processes.
Conduct regular floor checks of common areas, meeting rooms, kitchens, and reception spaces to help maintain a polished and functional environment.
Coordinate logistics for on-site events, including staff gatherings, leadership meetings, partner events, donor visits, and productions.
Manage catering, room setup, signage, registration, supply staging, and A/V readiness in coordination with relevant teams.
Serve as a day-of point of contact for guests, internal stakeholders, artists, and hospitality vendors, and maintain an internal event calendar to avoid space and resource conflicts.
Serve as a close operational partner to the Facilities Manager, who owns building security, physical plant maintenance, and contractor/vendor relationships for mechanical, electrical, custodial, and structural needs.
Submit and clearly communicate space requests, maintenance needs, and access requirements to the Facilities Manager—following up to ensure timely resolution.
Relay employee and guest feedback about physical space conditions, such as temperature, cleanliness, or equipment issues, to the Facilities Manager to support timely triage and resolution.
Align on shared priorities—such as building access protocols, visitor badging, and emergency procedures—ensuring the hospitality experience and facility operations complement each other seamlessly.
Support joint initiatives where hospitality and facilities intersect, such as sustainability programs, space refreshes, or employee amenity improvements.
Track spending for hospitality, workplace supplies, and events, flagging variances and adjusting purchasing as needed.
Set up vendors, process purchase orders, route invoices for approval, and coordinate payment with Finance.
Perform monthly budget reconciliation, matching invoices to POs and resolving discrepancies in coordination with Accounts Payable.
Provide budget summaries and purchasing reports to Integrated Operations leadership as requested.
Support employees with day-to-day workplace requests and assist new hires in navigating office amenities, workplace services, and access processes.
Provide administrative coordination, communications, scheduling, and documentation for recurring workplace processes.
Maintain organized records for visitors, workplace requests, vendor contacts, ordering logs, and event recaps, and help develop SOPs that improve consistency and service quality.
Champion a culture of hospitality, inclusivity, and collaboration across departments and in every visitor interaction.
Build strong working relationships across APMG teams to support smooth daily operations and a positive employee experience.
Identify and recommend improvements to front-of-house, hospitality, and workplace service workflows through observation, feedback, and collaboration.