Workplace Coordinator (Reception & Client Experience)

RR Donnelley•McLean, VA

3d•Onsite

About The Position

The Workplace Coordinator (Reception & Client Experience) is the primary on site resource for reception coverage, guest experience, meeting and hospitality support, and day to day office operations. This role sits at reception and provides a professional first point of contact while supporting facilities, office services, onboarding, and basic IT needs to maintain a well run and client ready workplace.

Requirements

High school diploma or equivalent required
2 or more years of experience in workplace coordination, reception, office services, hospitality, or facilities support
Strong customer service and communication skills
Ability to manage multiple priorities and work independently
Strong attention to detail and organization skills
Comfortable working with senior stakeholders, vendors, IT, and building management
Proficiency with Microsoft Office

Nice To Haves

experience with booking or visitor systems is a plus

Responsibilities

Maintain consistent reception coverage during business hours
Greet visitors and provide a professional first impression
Notify employees of guest arrivals and support visitor flow
Answer and route incoming calls and respond to general inquiries
Manage shared inboxes for guest spaces and conference room requests
Coordinate visitor access, parking vouchers, and badge activation
Send daily visitor lists to building security
Maintain the shared calendar and conference room schedule
Coordinate meetings, including room reservations, catering, and setup and breakdown
Ensure conference rooms and shared spaces are clean, stocked, and ready for use
Maintain audio and visual equipment and report issues as needed
Clean and restock conference rooms, kitchen, and pantry areas throughout the day
Handle incoming and outgoing mail, packages, and shipments
Submit and track maintenance requests and coordinate with building management and engineers
Order, stock, and distribute office, pantry, IT, and production supplies
Coordinate vendor services, including copier and equipment support
Provide reprographics and print support when requested or during peak periods
Set up and replace monitors, docking stations, and workstations
Provide basic IT and connectivity support and coordinate with IT partners
Support meeting room technology and assist with AV setup as needed
Coordinate access for server room and other technical needs where required
Prepare new hire workstations, equipment, and supplies
Support office events and ad hoc requests as needed
Assist with office decorating for holidays and internal events
Maintain flexibility to adjust schedule on occasion, including planned early start times or extended hours to support meetings and office needs