Receptionist and Events Coordinator

Job Description

The Receptionist and Events Coordinator will support day-to-day office operations and coordinate internal and external events with proactivity, organization, and enthusiasm! The ideal candidate will ensure the smooth running of our office and deliver well-executed events that enhance team engagement and brand presence.

Key Responsibilities

Office Administration

• Act as the first point of contact for office-related queries.
• Manage office supplies inventory and place orders as needed.
• Maintain office cleanliness, organization, and upkeep in coordination with facility services.
• Greet clients, suppliers, and visitors to the office in a professional and positive manner.
• Assist in the preparation of regularly scheduled reports for various departments.
• Answer the main phone line and direct all incoming phone calls to appropriate personnel, acting as the main point of contact for internal employees and external clients, ensuring timely response to all inquiries.
• Manage incoming and outgoing mail and packages.
• Organize and schedule meetings and document detailed meeting minutes for distribution in a timely manner.
• Reconciliation and submission of expense reports.
• Help booking the travel arrangements for management and operations teams.
• Maintain boardrooms, set up for meetings, and organize lunches as requested.
• Liaise with building management to request and manage access swipe cards, company parking stalls, and general office maintenance requests.
• Provide general administrative support to staff and leadership as needed.

Event Coordination

• Plan, organize, and execute internal events (team-building activities, staff celebrations, etc.).
• Coordinate logistics for external events such as conferences, exhibitions, and client meetings.
• Liaise with venues, caterers, and suppliers to ensure seamless event execution.
• Mange event budgets, ensuring cost-effective solutions.

• Create event collateral (e.g., invites, signage) in collaboration with the marketing team.
• Monitor feedback and make recommendations for improving future events.

Facilities Management Coordination

• Act as the point of contact for all Beyond Energy USA office facilities-related issues and service requests.
• Coordinate with vendors, building management, and contractors for maintenance and repairs.
• Ensure offices are safe, organized, and adequately stocked with supplies and equipment.
• Support office space planning, seating assignments, and employee moves.
• Conduct regular facility inspections to ensure cleanliness, safety, and security.
• Assist with access control, key distribution, and security systems.
• Oversee and manage staff housing, including, but not limited to:

• Coordinating move-ins and move-outs for employees.
• Maintaining an inventory of housing assets and ensuring upkeep of accommodations.
• Serving as a point of contact for housing-related issues or concerns.
• Liaising with landlords, service providers, and property management companies.
• Ensuring staff housing complies with safety, legal, and quality standards.

Required Qualifications

• Proven experience in office administration and/or event coordination.
• Excellent organizational and multitasking skills.
• Strong communication and interpersonal abilities.
• Ability to work both independently and collaboratively.
• Proficiency in Microsoft Office Suite and other administrative tools (e.g., Google Workspace, event platforms).
• Attention to detail and problem-solving aptitude.

Preferred Qualifications:

• Creative and energetic personality with a “can-do” attitude.
• Experience in a fast-paced, dynamic environment.
• Interest or background in marketing, hospitality, or HR is a plus.

This is an office-based position with the occasional work site visits when required.