Experience Services Receptionist

MalaceHR is seeking a professional, friendly, and customer-focused Experience Services Receptionist to support daily front desk operations at a corporate facility. This individual will serve as the first point of contact for employees, clients, vendors, and visitors, ensuring a welcoming and positive workplace experience.

The ideal candidate will have a strong customer service background, excellent communication skills, and the ability to multitask in a fast-paced environment. This role requires someone who is organized, proactive, and comfortable working with various departments to ensure smooth daily operations.

Reception & Guest Services

• Greet and welcome all employees, visitors, clients, and vendors in a professional and friendly manner.

• Manage visitor check-ins, registration, and the issuance of visitor badges.

• Provide directions and assist guests with navigating the facility, meeting rooms, and common areas.

• Answer incoming phone calls, respond to general inquiries, and direct calls to appropriate personnel.

• Serve as the primary point of contact for front desk inquiries and workplace services.

• Assist with coordinating transportation and other guest-related requests as needed.

Front Desk & Administrative Support

• Maintain a clean, organized, and professional reception area.

• Monitor and replenish front desk supplies and materials.

• Maintain updated contact lists, visitor records, and other administrative documentation.

• Assist with scheduling, meeting room coordination, and event preparation.

• Support general office administrative tasks and special projects as assigned.

• Ensure front desk procedures and service standards are consistently followed.

Facilities & Workplace Support

• Coordinate with facilities management, maintenance, custodial, and security teams to address building-related requests.

• Submit and track work orders for maintenance, cleaning, safety, and security concerns.

• Assist with meeting and event logistics to ensure spaces are prepared and operational.

• Proactively identify workplace concerns and communicate issues to the appropriate teams.

• Help maintain a safe, professional, and welcoming environment throughout the facility.

Customer Service & Communication

• Deliver exceptional customer service to employees, visitors, and clients.

• Respond to inquiries and requests promptly and professionally.

• Anticipate guest and employee needs and provide solutions to improve their experience.

• Communicate effectively with internal departments and external vendors.

• Identify and escalate potential security, privacy, or operational concerns.

• Recommend improvements to front desk operations and workplace services.

Required Qualifications

• Previous experience in customer service, reception, hospitality, or an administrative support role.

• Strong verbal and written communication skills.

• Professional appearance, positive attitude, and excellent interpersonal skills.

• Ability to multitask and prioritize responsibilities in a busy environment.

• Strong organizational skills and attention to detail.

• Comfortable answering phones, greeting visitors, and interacting with individuals at all levels.

• Basic computer skills, including Microsoft Office applications.

• Ability to work independently while collaborating with multiple departments.

• Strong problem-solving skills and a proactive approach to daily responsibilities.

Preferred Qualifications

• Previous experience working in a corporate office, commercial facility, or hospitality environment.

• Experience with visitor management systems or front desk operations.

• Familiarity with Computerized Maintenance Management Systems (CMMS) or work order software.

• Experience coordinating meetings, events, or workplace services.