Workplace Coordinator

Job Description

Position Summary

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.

Key Responsibilities

Front Desk & Guest Experience (Primary)

• 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

Meetings & Hospitality

• 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

Office Operations & Facilities

• 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

IT & Workplace Support

• 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

Onboarding, Culture & Events

• 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

Qualifications

Job Qualifications

• 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; experience with booking or visitor systems is a plus

Additional Information

The range of pay for this role at the noted RRD location is $24 - $26/ hour. Typically, roles follow step progressions to a target rate or set increments over time. Depending on the role, in addition to the hourly rate of pay, the total compensation package may also include overtime, shift differential, call-in, and/or stand-by pay. RRD’s benefit offerings include medical, dental, and vision coverage, paid time off, disability insurance, 401(k) with company match, life insurance and other voluntary supplemental insurance coverages, plus parental leave, adoption assistance, tuition assistance and employer/partner discounts.

Shift: Monday to Friday,  8:20am to 5:30pm

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All employment offers are contingent upon the successful completion of both a pre-employment background and drug screen.

RRD is an Equal Opportunity Employer, including disability/veterans

Compensation: 24 to 26 (USD) (HOURLY)