Hospitality Coordinator

Essential Responsibilities

• 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.
• Aid 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.
• Owning 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.

Minimum Qualifications

• A high school diploma or equivalent.
• One year of relevant work experience.
• Experience in the entertainment industry is a plus.

TAIT Benefits

• Competitive medical, dental, and vision insurance plans.
• Health Savings Account (HSA) with employer contributions (HDHP plans).
• Flexible Spending Accounts (Medical & Dependent Care).
• Employer-paid life insurance with optional supplemental coverage.
• Employer-paid Short-term with optional long-term disability insurance.
• 401(k) retirement plan with company match.
• Paid parental leave.
• Employee Assistance Program (EAP).
• Wellness stipends.
• Voluntary benefits (e.g., accident, critical illness).
• Paid vacation and 12 holidays.

About the Role

This role is a healthy mixture of Customer Service, Reception, Administrative Support, and Office Management. It involves supporting customers with travel arrangements/local logistics, arranging catering, and overseeing the “front door” and reception areas.

Qualifications

This role requires a high school diploma or equivalent and one year of relevant work experience. Entertainment experience is a plus.

Skills

Strong communication skills, attention to detail, and ability to manage multiple tasks simultaneously are essential.

Benefits

TAIT offers competitive medical, dental, and vision insurance plans, Health Savings Account (HSA) with employer contributions, Flexible Spending Accounts (Medical & Dependent Care), Employer-paid life insurance with optional supplemental coverage, Employer-paid Short-term with optional long-term disability insurance, 401(k) retirement plan with company match, Paid parental leave, Employee Assistance Program (EAP), Wellness stipends, Voluntary benefits (e.g., accident, critical illness), and Paid vacation and 12 holidays.