Job Summary
The Receptionist / Corporate Office Coordinator serves as the primary point of contact for Palladium’s Corporate Office, creating a professional and welcoming first impression for employees, visitors, vendors, residents, and business partners. As the face of the Corporate Office, this position delivers exceptional customer service while coordinating the daily administrative and operational functions that support an efficient, organized, and professional workplace.
Responsibilities include front desk operations, corporate office operations, office supply and equipment management, facilities support, badge administration, catering coordination, meeting support, workplace hospitality, and general administrative assistance. This position requires exceptional customer service, initiative, sound judgment, attention to detail, and the ability to effectively manage multiple priorities in a fast-paced environment.
Essential FunctionsFront Desk & Customer Service (Primary Responsibility)
· Serve as the first point of contact for the Corporate Office by greeting employees, visitors, vendors, residents, and business partners in a professional and courteous manner.
· Answer, screen, and direct incoming telephone calls using a multi-line telephone system.
· Receive and announce visitors while following established visitor management and security procedures.
· Maintain visitor logs and coordinate visitor access as required.
· Receive, sort, and distribute incoming mail, packages, and deliveries.
· Coordinate outgoing mail, overnight shipments, and courier services.
· Maintain a clean, organized, and professional reception area at all times.
· Provide exceptional customer service while representing Palladium in a positive and professional manner.
Corporate Office Operations
· Coordinate the daily operations of the Corporate Office to ensure a professional, organized, safe, and welcoming work environment.
· Proactively identify operational needs and implement solutions that improve office efficiency and employee experience.
· Monitor the appearance and functionality of reception, conference rooms, kitchens, supply rooms, and common areas to ensure company standards are maintained.
· Ensure meeting rooms, common areas, and shared workspaces remain operational and ready for daily business activities.
· Assist with office improvement initiatives, office moves, workspace organization, and employee engagement activities.
· Develop and maintain procedures and reference materials related to Corporate Office operations.
· Recommend process improvements that enhance efficiency, organization, customer service, and workplace operations.
· Respond to changing business needs and provide operational support as priorities evolve.
Administrative Support
· Provide administrative support to various Corporate departments.
· Assist with filing, scanning, copying, data entry, document preparation, and other administrative tasks.
· Coordinate conference room reservations and meeting logistics.
· Maintain office forms, directories, and shared administrative resources.
· Assist with special projects and additional responsibilities as assigned.
Office Supply & Equipment Management
· Manage the procurement, inventory, organization, and distribution of office supplies for the Corporate Office.
· Maintain adequate inventory levels and proactively replenish supplies.
· Coordinate copier, scanner, and multi-function printer maintenance and service requests.
· Monitor and maintain copier supplies, including toner, paper, staples, waste containers, and other consumables.
· Manage desktop printer toner inventory and distribution.
· Maintain organized supply rooms and storage areas.
· Research products and recommend cost-effective purchasing solutions when appropriate.
Facilities Support
· Serve as the primary point of contact for Corporate Office facilities requests.
· Submit, monitor, and follow up on building work orders and maintenance requests.
· Coordinate with building management, vendors, and internal departments to ensure timely resolution of facility-related issues.
· Report maintenance concerns and monitor repairs through completion.
· Assist with workstation setup, office moves, furniture requests, and workspace organization.
· Maintain positive working relationships with building management and facility service providers.
Badge Administration
· Create, issue, update, replace, and maintain employee identification badges for Operations personnel.
· Maintain badge inventory and related records.
· Coordinate badge requests for new hires, transfers, replacements, promotions, and terminations.
· Assist with building access coordination as needed.
Catering & Meeting Coordination
· Coordinate catering orders for meetings, training sessions, executive meetings, and company events.
· Obtain catering quotes and place orders within established budgets.
· Prepare conference rooms by arranging seating, presentation materials, beverages, supplies, and equipment.
· Set up and break down catered breakfasts, lunches, meetings, and company events.
· Clean and restore conference rooms following meetings.
· Maintain meeting supplies and hospitality inventory.
Kitchen & Hospitality Services
· Stock and maintain kitchens, coffee stations, break rooms, and common areas.
· Monitor and replenish beverages, snacks, paper products, coffee supplies, and kitchen inventory.
· Ensure kitchens remain clean, organized, and fully stocked throughout the workday.
· Coordinate kitchen supply orders and deliveries.
Vendor Coordination
· Serve as a liaison with office vendors, including office supply companies, copier vendors, catering providers, courier services, facility contractors, and other service providers.
· Coordinate vendor appointments, deliveries, and service requests.
· Maintain vendor contact information and service records.
· Assist with invoice verification and purchasing documentation as requested.
Additional Responsibilities
· Maintain confidentiality of company information.
· Exercise professionalism and sound judgment when interacting with employees, executives, visitors, vendors, residents, and business partners.
· Support company initiatives and continuous improvement efforts.
· Perform other duties and special projects as assigned.
QualificationsEducation & Experience
· High school diploma or equivalent required; Associate degree preferred.
· Minimum of two (2) years of experience in a receptionist, administrative support, office coordination, customer service, or similar role preferred.
· Experience supporting a corporate office environment is preferred.
Knowledge, Skills & Abilities
· Outstanding customer service and interpersonal skills.
· Excellent verbal and written communication skills.
· Strong organizational and time management abilities.
· Ability to prioritize multiple assignments and adapt to changing priorities.
· High level of accuracy and attention to detail.
· Strong problem-solving and critical-thinking skills.
· Ability to work independently while collaborating effectively across departments.
· Ability to maintain confidentiality and exercise discretion.
Technical Skills
· Proficiency with Microsoft Office Suite (Outlook, Word, Excel, Teams, and PowerPoint).
· Experience using multi-line telephone systems and standard office equipment.
· Ability to learn work order systems, badge management software, purchasing platforms, and other company applications.
Physical Requirements
· Frequently sit, stand, walk, bend, reach, and move throughout the Corporate Office.
· Frequently lift, carry, and move office supplies, copier paper, deliveries, and catering items weighing up to 30 pounds.
· Ability to perform repetitive tasks involving computers, telephones, and office equipment.
Core Competencies
Successful employees in this position consistently demonstrate:
· Customer Focus
· Professionalism
· Communication
· Organization & Planning
· Initiative
· Accountability
· Dependability
· Adaptability
· Teamwork
· Problem Solving
· Attention to Detail
· Confidentiality
· Time Management
· Service Excellence
Working Conditions
This position is based in Palladium’s Corporate Office and requires regular interaction with employees, executives, vendors, residents, visitors, and business partners. The Receptionist / Corporate Office Coordinator is expected to maintain a professional appearance and provide exceptional service while supporting the daily operations of the Corporate Office. The position may occasionally require flexibility in work hours to support company meetings, training sessions, or special events.
Pay: $24.00 - $28.00 per hour
Benefits:
- 401(k)
- Health insurance
- Life insurance
- Paid time off
Work Location: In person
