Job Description

The Concierge / Client Experience Associate is a cross-functional, client-facing role responsible for supporting daily office operations and delivering an exceptional, white-glove experience to clients, guests, and internal teams. This position supports a single-floor office that regularly hosts senior leadership, high-profile clients, and royalty , requiring the highest level of professionalism, discretion, and hospitality.

The role demands flexibility, adaptability, and a service-first mindset. The ideal candidate thrives in a fast-paced environment, enjoys variety in their daily responsibilities, and consistently goes above and beyond to anticipate and accommodate client and guest needs.

Pay Rate: $25.00/hr

Shift: 8:00am - 5:00pm; 8:30am -5:30pm; Monday - Friday

Key Responsibilities

Client & Guest Experience

• Serve as a brand advocate and ambassador in every interaction with clients, guests, vendors, and employees
• Deliver a high-touch, hospitality-driven experience aligned with the expectations of senior and high-profile visitors
• Welcome and greet guests, vendors, and employees; answer questions and escort them to conference rooms or waiting areas
• Anticipate guest needs and respond promptly, professionally, and with discretion
• Hold doors for incoming clients and vendors as needed
• Register guests, issue visitor badges, and maintain strict adherence to building security protocols
• Provide in-house beverage service, including coffee upon request
• Maintain a pristine, professional Front of House reception area at all times

Conference & Meeting Support

• Set up, reset, and break down conference rooms before and after meetings
• Manage and monitor client and conference rooms during meetings, including cleanliness and readiness
• Assist with meeting and conference room scheduling and maintain internal tracking tools
• Support catering logistics, including assisting with setup, delivery, and service for meetings

Office Operations & Facilities Support

• Replenish supplies in pantries, conference rooms, and client offices
• Assist with submitting work orders via Building Engines for office-related issues and visitor access
• Open and close work areas at scheduled times, ensuring full operational readiness
• Track, order, and restock office supplies, snacks, beverages, and stationery
• Assist with printing and basic IT support requests

Administrative & Project Support

• Draft proposals and support documentation as needed
• Assist with invoicing, reporting, filing projects, and form completion
• Prepare shipping labels and coordinate FedEx packages
• Assist with ordering business cards
• Coordinate birthday cards, retirement gifts, and other employee recognition items
• Support desk reservations and seating coordination during peak office periods

Communication & Process Improvement

• Answer incoming phone calls professionally and route to appropriate parties
• Screen calls and direct messages to ensure timely and accurate communication
• Maintain a high level of communication with all levels of staff, clients, and stakeholders
• Create and update procedures and protocols
• Identify opportunities to improve service delivery, efficiency, and overall client experience

Additional Responsibilities

• Assist with ordering lunches for internal and external meetings
• Perform ad hoc administrative and office support duties as assigned
• Support additional tasks and projects as determined by management

Qualifications & Attributes

• Exceptional customer service and hospitality skills
• Ability to operate with discretion, professionalism, and confidentiality
• Strong organizational and multitasking abilities
• Flexible, adaptable, and comfortable managing changing priorities
• Professional appearance and demeanor at all times
• Proactive, dependable, and detail-oriented

The ideal candidate:

• Appreciates variety in daily work operations
• Is highly service-oriented and consistently goes above and beyond to meet client needs
• Demonstrates a strong commitment to delivering an elevated, hospitality-focused experience
• Thrives in a cross-functional environment requiring flexibility and adaptability
• Is comfortable supporting high-profile individuals and maintaining the highest service standards

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