Guest Services & Reception Coordinator (18 month contract)

Job summary

The Guest Services & Reception Coordinator acts as the primary point of contact for the Calgary office, managing reception operations, guest arrivals, and workplace inquiries. They are responsible for coordinating meeting room readiness, event support, and maintaining a professional, organized office environment.

Job details

Reporting to the Calgary Workplace Lead, the Guest Services & Reception Coordinator serves as the face of the Calgary office, creating a welcoming, professional, and service-focused experience for employees, clients, executives, guests, and vendors. This full-time contract position is responsible for reception operations, guest services, meeting and event support, workplace coordination, and maintaining an exceptional office experience. What You'll Do As a Guest Services & Reception Coordinator, you will: * Deliver exceptional guest service and create a seamless arrival experience for employees, clients, and visitors. * Welcome and register guests, notify hosts of arrivals, provide directions, and respond to workplace inquiries. * Manage incoming calls, shared inboxes and calendars, workplace requests, and daily reception activities. * Provide information about office services, building amenities, local transportation, restaurants, and nearby points of interest. * Maintain a clean, organized, and client-ready reception area, meeting rooms, workspaces, and hospitality spaces. * Coordinate meeting room readiness, room set-ups, catering arrangements, name tags, visitor requirements, and front-of-house event support. * Assist employees with workspace reservations, office resources, and the effective use of shared spaces. * Anticipate guest and employee needs while proactively resolving service issues in a professional manner. * Collaborate with Workplace Services, Facilities, Security, Technology Support, Executive Assistants, and third-party vendors. * Monitor and replenish workplace supplies and consumables. * Support building security, emergency preparedness, health and safety initiatives, and business continuity procedures. * Provide support to other Calgary office locations as required. What we're looking for The ideal candidate will have: * Experience in reception, guest services, hospitality, concierge services, corporate front desk operations, customer service, or office administration. * Outstanding verbal and written communication skills, professional presence, discretion, and a strong customer-service mindset. * The ability to effectively prioritize tasks, manage competing demands, and remain calm in a fast-paced environment. * Proficiency with Microsoft Office applications and the ability to quickly learn workplace management systems, reservation platforms, and office technologies. * Experience supporting meetings, events, catering services, executive visitors, or corporate hospitality programs considered an asset. * Occasional lifting and moving of workplace supplies, materials and catering items weighing up to 40 lbs. Contract Term This position is an approximately 18-month contract intended to provide maternity leave coverage. The contract will conclude when coverage is no longer required. Future employment opportunities may be available based on business needs and organizational requirements.

What you’ll do

The Guest Services & Reception Coordinator acts as the primary point of contact for the Calgary office, managing reception operations, guest arrivals, and workplace inquiries. They are responsible for coordinating meeting room readiness, event support, and maintaining a professional, organized office environment.

Requirements

The ideal candidate should have experience in reception, hospitality, or office administration and possess strong communication and customer-service skills. Proficiency in Microsoft Office and the ability to manage competing demands in a fast-paced environment are required.

Listed skills

• Customer service · Preferred
• Office Administration · Preferred
• Microsoft Office · Preferred
• Communication Skills · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Reception
• Guest services
• Hospitality
• Concierge services
• Customer service
• Office administration
• Communication skills
• Microsoft Office
• Workplace management systems
• Event support
• Catering coordination
• Emergency preparedness
• Health and safety
• Professional presence
• Task prioritization
• Office Administration
• Professionalism
• Quick Learning
• Business Continuity
• Customer Service
• Communication
• Emergency Preparedness
• Operations
• Security Technology
• Coordinating
• Reservations
• Prioritization
• Catering Arrangements

Job areas

• Customer Service & Support
• Administrative
• Hospitality
• Security & Safety
• Guest Services Receptionist
• Concierge
• Client Information Workers Not Elsewhere Classified
• Concierges