Reception Concierge (GPS Client Posting)

ON BEHALF OF OUR CLIENT

JOB DESCRIPTION

Position: Reception & Concierge
Reporting To: Business Operations Lead

Position Overview

Our client has a position opening that represents and incredible opportunity within their business!  The Reception & Concierge is the first point of contact for clients, guests, business partners and other visitors and plays an important role in creating an exceptional first impression of the organization.

This position is designed for a highly polished, professional and service-oriented individual who takes pride in delivering a white-glove client and guest experience.  The Reception & Concierge ensures every interaction is warm, seamless, attentive and professional while maintaining an organized, welcoming and impeccably presented office environment.

In addition to reception and concierge responsibilities, the position provides administrative and operational support to the broader team.  The successful candidate will be proactive, highly organized, technologically capable and comfortable anticipating needs, managing competing priorities and taking ownership of the details that contribute to an exceptional client and employee experience.

Impact of the Role

The Reception & Concierge directly influences how clients, visitors and business partners experience the organization from the moment they arrive.

Through exceptional service, attention to detail and proactive support, this role ensures that the office operates smoothly, visitors feel genuinely welcomed and supported, and team members receive dependable administrative assistance.

Success in this role is demonstrated through consistently high service standards, professionalism, discretion, responsiveness and an ability to anticipate needs before they become requests.

Key Responsibilities

Reception & White-Glove Client Service

• Serve as the primary point of welcome for all clients, guests, business partners and visitors
• Provide a warm, polished and highly professional reception experience
• Greet visitors promptly, learn and use guest names appropriately, and ensure they feel welcomed and attended to throughout their visit
• Anticipate guest needs and proactively provide assistance wherever possible
• Offer and coordinate refreshments and other hospitality requirements
• Notify appropriate team members of guest arrivals and ensure seamless transitions to meetings
• Escort or direct visitors to meeting rooms and other areas of the office as required
• Professionally manage incoming telephone calls and general inquiries
• Maintain awareness of scheduled meetings, expected visitors and office activities throughout the day
• Handle sensitive or confidential interactions with professionalism and discretion
• Consistently demonstrate exceptional service standards across every interaction

Office & Meeting Experience

• Ensure reception, meeting rooms and common areas remain professional, organized and client-ready throughout the day
• Prepare meeting rooms in advance, including technology, presentation materials, refreshments and other requirements
• Monitor meeting schedules and proactively prepare for upcoming appointments
• Coordinate meeting room bookings and resolve scheduling conflicts as required
• Reset meeting rooms promptly following meetings
• Monitor office presentation and address issues that may negatively affect the client or employee experience
• Support internal meetings, client events and other office activities as required

Administrative Support

• Provide general administrative support to leaders and team members
• Prepare, format, edit and proofread correspondence, presentations, reports and other documents
• Assist with scheduling meetings and coordinating calendars as required
• Support preparation of meeting materials, packages and documentation
• Perform data entry and maintain accurate electronic and physical records
• Scan, file, organize and distribute documents
• Assist with document preparation, printing, copying and binding
• Maintain organized shared files and administrative resources
• Support special projects and other administrative initiatives as assigned

 Office Coordination

• Receive, sort and distribute incoming mail and courier deliveries
• Prepare outgoing mail, courier packages and other correspondence
• Coordinate courier services and track deliveries when required
• Monitor office, kitchen and hospitality supplies and arrange replenishment
• Maintain appropriate inventory levels for commonly used office supplies
• Liaise professionally with vendors, building representatives and service providers
• Identify office maintenance or operational issues and coordinate resolution with the appropriate individuals
• Support the smooth day-to-day operation of the office

Technology & Communication

• Use Microsoft Outlook to effectively manage email, calendars and meeting coordination
• Create and format professional documents using Microsoft Word
• Prepare and maintain spreadsheets using Microsoft Excel
• Develop and update presentations using Microsoft PowerPoint
• Use Microsoft Teams and other collaboration platforms effectively
• Operate standard office technology, including printers, scanners, meeting-room technology and video conferencing equipment
• Troubleshoot basic technology issues and coordinate additional support when required
• Learn and effectively use internal systems and technology platforms

Confidentiality & Professional Standards

• Maintain strict confidentiality regarding client, employee and organizational information
• Exercise sound judgment when handling sensitive information and conversations
• Maintain a consistently polished and professional presence
• Represent the organization positively in all interactions
• Demonstrate reliability, punctuality and accountability
• Follow organizational policies, procedures and administrative standards

Skills

• Exceptional customer service and hospitality skills
• Highly polished interpersonal and communication skills
• Strong verbal and written communication abilities
• Excellent administrative and organizational skills
• Exceptional attention to detail
• Strong time-management and prioritization abilities
• Ability to anticipate needs and take initiative without requiring significant direction
• Ability to manage multiple priorities while remaining composed and professional
• Strong problem-solving and judgment skills
• Ability to interact confidently and professionally with individuals at all levels
• Strong document formatting and proofreading skills
• High proficiency with Microsoft Office, including Outlook, Word, Excel and PowerPoint
• Strong proficiency with Microsoft Teams and virtual meeting technology
• Ability to quickly learn new technology and administrative systems

Knowledge

• Professional reception and front-office practices
• Client service and hospitality standards
• Business etiquette and professional communication
• Administrative and office management practices
• Calendar and meeting coordination
• Document preparation, formatting and records management
• Microsoft Office applications
• General office technology and equipment
• Confidentiality and privacy principles
• Professional workplace standards

 Behaviours

The successful candidate consistently demonstrates:

• Service Excellence:  Takes genuine pride in creating an exceptional experience and looks for opportunities to exceed expectations
• Polish & Professionalism:  Presents themselves and communicates in a consistently professional, poised and credible manner
• Warmth & Approachability:  Creates an environment where clients, guests and colleagues immediately feel welcomed and valued
• Proactivity:  Anticipates what may be needed and acts without waiting to be asked
• Attention to Detail:  Notices the small details that contribute to an exceptional overall experience
• Discretion:  Handles confidential information, conversations and situations with maturity and sound judgment
• Composure:  Remains calm, gracious and solutions-focused when managing competing demands or unexpected situations
• Ownership:  Takes responsibility for ensuring tasks and requests are followed through to completion
• Responsiveness:  Acts promptly and recognizes when an issue requires immediate attention
• Adaptability:  Adjusts comfortably to changing priorities, schedules and business needs
• Team Orientation:  Willingly supports colleagues and contributes wherever assistance is required
• Reliability:  Demonstrates consistency, punctuality and dependability

Education & Experience

• Post-secondary education in business administration, office administration, hospitality or a related discipline is considered an asset
• Previous experience in reception, concierge, hospitality, client service, executive office support or a professional office environment is preferred
• Demonstrated experience providing a high level of customer or client service
• Previous administrative experience is strongly preferred
• Advanced proficiency with Microsoft Office, particularly Outlook, Word, Excel and PowerPoint
• Experience working in an environment requiring professionalism, discretion and confidentiality is preferred

Working Conditions

• Professional office environment with significant in-person interaction
• Regular use of computers, telephones and standard office equipment
• Position requires regular presence at the reception area and the ability to move throughout the office to support guests, meetings and office requirements
• May involve occasional lifting or movement of office supplies, meeting materials or deliveries
• Regular interaction with clients, visitors, vendors, leaders and employees
• Work priorities may shift throughout the day based on client, visitor and operational requirements
• Consistent punctuality and reliable attendance are essential due to the front-facing nature of the position