The Hospitality Coordinator role is a healthy mixture of Customer Service, Reception, Administrative Support and Office Management. This role is responsible for creating a welcoming environment and seamless experience for all TAIT’s visitors, supporting customers with travel arrangements/local logistics, supporting client visits by securing facilities to host meetings arranging catering, and overseeing the “front door” and reception areas and responsibilities. This role will also help support some members of the executive team with client-specific support tasks.

Essential Responsibilities

• Coordinate catering and special needs for in-office meetings with clients and guests.
• Following up with clients and guests ahead of their visit to prepare them, offer assistance, and ensure they feel welcomed and expected.
• Greet everyone who comes to HQ as a VIP and provide intuitive guidance (clients, vendors, tour staff).
• Provide a welcome environment for guests visiting our buildings. Ensure a prompt welcome, follow sign-in and sign-out process, provide badges when needed, and provide any information necessary for a productive visit.
• Assist with general administrative duties which may include ad hoc client requests (arranging car service, hotel arrangements, etc.).
• Develop an understanding of VIP clients, repeat clients, vendors, etc. and develop good working relationships.
• Maintain reception desk to handle incoming phone calls promptly (within 3 rings), log calls for tracking and future reference inside the CRM.
• Access client information database (CRM) as needed to triage needs. Log cold calls and add SELL leads.
• Own the “front door” experience and layout for welcoming all visitors and ensuring an easy process for entry/signing in/waiting area
• Work alongside Facilities Management Team to ensure the office areas and conference rooms remain tidy.
• Process incoming invoices for credit card payment.
• Track access badges to the building.
• Maintain an active Employee roster to reference for phone requests that are not in the system, as well as safety for the front desk with recently terminated.
• Maintain a credit card and process monthly expenses for approval in Concur.
• Maintain an active Do not call list.
• Sort all mail and distribute it throughout the company.
• Perform assigned duties according to the policies and expectations prescribed by the company
Minimum Qualifications:

• High School GED or High school diploma
• 1 plus years of relevant work experience
• Entertainment experience is a plus