Conference Coordinator

Our client, a business support services company is seeking a Conference Room Scheduler/Receptionist to join their team.

• This is a temp-to-hire position.
• The work schedule is Monday – Friday, 7am – 4pm.
• The pay rate is $24.00 per hour while temping.

Role Overview

The Receptionist is the first point of contact for clients, guests, and staff on the Conference Room Floor. This role delivers “White Glove” hospitality service by managing guest arrivals, coordinating meeting logistics, overseeing conference room readiness, and supporting booking, catering, and visitor access processes. The Receptionist works closely with administrators, hospitality, and facilities teams to ensure a seamless and professional client experience.

Key Responsibilities and Duties

• Greet and welcome all guests and clients upon arrival, ensuring a professional and courteous experience.
• Correspond professionally with clients both in person and via email, maintaining a polished, client-focused demeanor.
• Manage and monitor the shared team email inbox, ensuring timely responses, organized filing/flagging, and clear follow-up on all requests.
• Coordinate with meeting hosts to confirm guest arrivals, room assignments, and service requirements.
• Monitor and manage meeting schedules using Condeco, ensuring conference rooms are prepared and reset on time.
• Process booking requests, advanced scheduling, and updates in coordination with administrators.
• Manage visitor access by preregistering guests in Sharry and issuing QR codes for building entry.
• Facilitate catering and beverage service requests, coordinating with the Hospitality team.
• Maintain a clean, organized, and professional reception desk and lobby area.
• Communicate service needs, changes, and issues promptly to relevant teams via email, phone, or Teams.
• Assist with AV/IT requests by following established procedures and liaising with support teams.
• Handle lost and found items in accordance with established procedures.
• Send weekly meeting confirmation emails to administrators for the following week’s schedule.

Qualifications & Skills

• Excellent verbal and written communication skills; able to draft clear, concise, and professional correspondence.
• Strong organizational skills with high attention to detail; adept at managing a shared inbox and multiple priorities.
• Customer-service mindset with a polished, professional presence.
• Proficiency with Outlook/Office 365, Teams, and room-booking/visitor management tools (e.g., Condeco, Sharry).
• Ability to remain calm under pressure and problem-solve in real time.