Guest Services & Reception Coordinator (18 month contract)
Required skills
- reception operations
- guest services
- meeting support
- event support
- workplace coordination
- office administration
- Microsoft Office
- reservation platforms
- office technologies
- health and safety
Nice to have
- hospitality
- concierge services
- corporate front desk
- catering services
- executive visitors
- corporate hospitality programs
Role summary
Seeking a Guest Services & Reception Coordinator for an 18-month contract in Calgary. This full-time role is the primary point of contact for the office, ensuring a welcoming and professional experience for all visitors and employees. Responsibilities include managing reception operations, guest registration, meeting and event support, workplace coordination, and maintaining office facilities. The ideal candidate has experience in guest services, hospitality, or office administration, strong communication and customer service skills, and proficiency with Microsoft Office. Experience with meeting and event support is considered an asset.
Reporting to the Calgary Workplace Lead, the Guest Services & Reception Coordinator serves as the face of the Calgary office, creating a welcoming, professional, and service-focused experience for employees, clients, executives, guests, and vendors.
This full-time contract position is responsible for reception operations, guest services, meeting and event support, workplace coordination, and maintaining an exceptional office experience.
What You'll Do
As a Guest Services & Reception Coordinator, you will:
- Deliver exceptional guest service and create a seamless arrival experience for employees, clients, and visitors.
- Welcome and register guests, notify hosts of arrivals, provide directions, and respond to workplace inquiries.
- Manage incoming calls, shared inboxes and calendars, workplace requests, and daily reception activities.
- Provide information about office services, building amenities, local transportation, restaurants, and nearby points of interest.
- Maintain a clean, organized, and client-ready reception area, meeting rooms, workspaces, and hospitality spaces.
- Coordinate meeting room readiness, room set-ups, catering arrangements, name tags, visitor requirements, and front-of-house event support.
- Assist employees with workspace reservations, office resources, and the effective use of shared spaces.
- Anticipate guest and employee needs while proactively resolving service issues in a professional manner.
- Collaborate with Workplace Services, Facilities, Security, Technology Support, Executive Assistants, and third-party vendors.
- Monitor and replenish workplace supplies and consumables.
- Support building security, emergency preparedness, health and safety initiatives, and business continuity procedures.
- Provide support to other Calgary office locations as required.
What we're looking for
The ideal candidate will have:
- Experience in reception, guest services, hospitality, concierge services, corporate front desk operations, customer service, or office administration.
- Outstanding verbal and written communication skills, professional presence, discretion, and a strong customer-service mindset.
- The ability to effectively prioritize tasks, manage competing demands, and remain calm in a fast-paced environment.
- Proficiency with Microsoft Office applications and the ability to quickly learn workplace management systems, reservation platforms, and office technologies.
- Experience supporting meetings, events, catering services, executive visitors, or corporate hospitality programs considered an asset.
- Occasional lifting and moving of workplace supplies, materials and catering items weighing up to 40 lbs.
Contract Term
This position is an approximately 18-month contract intended to provide maternity leave coverage. The contract will conclude when coverage is no longer required. Future employment opportunities may be available based on business needs and organizational requirements.
