Key Responsibilities and Required Skills for Hospitality Coordinator

🎯 Role Definition

The Hospitality Coordinator is the heart of our workplace experience and the architect of first impressions. This role is fundamentally about creating a warm, welcoming, and seamlessly operating environment for all employees, clients, and guests. More than just a front-desk presence, the Hospitality Coordinator is a proactive problem-solver, a meticulous planner, and a central point of contact who ensures that every interaction with our company is positive and memorable. You are the custodian of our culture in physical form, ensuring our space reflects our values of excellence, care, and collaboration. This position requires a unique blend of logistical expertise, exceptional interpersonal skills, and an unwavering commitment to service.

📈 Career Progression

Typical Career Path

Entry Point From:

Front Desk Agent or Guest Services Representative
Administrative Assistant or Executive Assistant
Event Assistant or Junior Event Planner

Advancement To:

Hospitality Manager or Workplace Experience Manager
Event Manager or Senior Event Planner
Guest Relations Manager

Lateral Moves:

Office Manager
Facilities Coordinator
Executive Assistant

Core Responsibilities

Primary Functions

Act as the primary ambassador for the company, greeting all visitors with genuine warmth and professionalism, and ensuring a five-star check-in and check-out experience.
Meticulously manage the entire guest journey from pre-arrival communications and scheduling to on-site hosting and post-visit follow-up to ensure a seamless and personalized visit.
Oversee the comprehensive scheduling and management of all conference rooms and event spaces, resolving conflicts and optimizing utilization with a keen eye for detail.
Coordinate the complete setup and breakdown of meeting rooms for internal and external meetings, including AV equipment, video conferencing technology, and catering arrangements.
Liaise with and manage a roster of high-quality catering vendors for daily office meals, special meetings, and large-scale corporate events, ensuring quality, variety, and adherence to budget.
Plan, coordinate, and execute a wide range of internal company events, from team-building activities and workshops to holiday parties and company-wide celebrations.
Cultivate and manage relationships with external vendors, including caterers, transportation services, and entertainment providers, ensuring service level agreements are met and negotiating contracts for optimal value.
Conduct daily walkthroughs of the office space to maintain the aesthetic, cleanliness, and functionality of all common areas, reception, and meeting rooms, proactively addressing any issues.
Manage the end-to-end inventory process for office supplies, kitchen stock, and hospitality amenities, including ordering, stocking, and organizing to ensure essentials are always available.
Process and reconcile all invoices and expenses related to hospitality services, events, and supplies, meticulously tracking spending against the departmental budget.
Serve as the central, knowledgeable point of contact for all guest and employee inquiries regarding office logistics, local amenities, and company events.
Develop, implement, and maintain standard operating procedures (SOPs) for guest services, meeting protocols, and event execution to ensure consistency and excellence.
Play a key role in new hire onboarding by conducting comprehensive office tours, explaining workplace amenities, and providing curated welcome packets to foster a sense of belonging from day one.
Coordinate complex travel and accommodation arrangements for visiting executives, VIP clients, and out-of-town candidates, ensuring a comfortable and stress-free travel experience.
Systematically gather, analyze, and report on feedback from guests and employees to identify areas for improvement and continuously elevate the workplace experience.
Oversee the corporate mailroom operations, managing the efficient sorting and distribution of all incoming/outgoing mail and packages, including courier services.
Collaborate effectively with Facilities, IT, and Security departments to promptly report and resolve any maintenance, technical, or safety issues that impact the guest and employee experience.
Maintain and meticulously update a master calendar of all company events, significant meetings, and VIP visitor schedules to ensure all stakeholders are informed and prepared.
Ensure all hospitality areas and events are fully compliant with current health, safety, and food hygiene regulations, conducting regular checks and maintaining necessary documentation.
Prepare and distribute detailed pre-arrival information packages for VIP guests and large groups, including agendas, travel details, and local information to set expectations.
Provide personalized, high-touch concierge services for key clients and executives, such as making restaurant reservations, arranging private transportation, or sourcing special requests.
Manage and track budgets for individual events and routine hospitality expenses, demonstrating fiscal responsibility and finding creative, cost-effective solutions without compromising quality.

Secondary Functions

Assist the marketing and communications teams in promoting internal events through company newsletters, intranet posts, and digital signage content.
Contribute to the organization's culture initiatives by brainstorming, suggesting, and helping to organize employee engagement and wellness activities.
Provide ad-hoc administrative and scheduling support to the Executive Assistance team and other departments during periods of high demand or special projects.
Gather and present data on office space utilization, event attendance metrics, and hospitality budget spend to help inform strategic decisions and future planning.

Required Skills & Competencies

Hard Skills (Technical)

High proficiency in the full Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
Competency with Google Workspace (G-Suite), including Docs, Sheets, and Calendar.
Demonstrated experience with professional event management software platforms (e.g., Cvent, Bizzabo, or similar).
Hands-on experience using modern visitor management systems (e.g., Envoy, iLobby, Sine).
Familiarity with workspace and conference room booking software (e.g., Robin, Teem, Condeco).
Strong numerical skills for basic budget management, expense tracking, and invoice reconciliation.
Technical aptitude for operating standard office equipment and troubleshooting basic AV/video conferencing systems.
Proven ability in vendor management, including sourcing, negotiation, and basic contract review.
Experience using a CRM (Customer Relationship Management) system to track guest data and preferences is a plus.
Solid understanding of health, safety, and security standards within a corporate or public-facing environment.

Soft Skills

Exceptional interpersonal and verbal/written communication skills, with an ability to connect with people at all levels.
Impeccable attention to detail and a commitment to flawless execution and presentation.
Proactive problem-solving abilities; the capacity to anticipate needs and resolve issues before they arise.
Poise, patience, and grace under pressure, especially when managing multiple priorities and unexpected challenges.
A deep-seated, customer-centric mindset with a genuine passion for creating positive experiences for others.
Superior organizational and time management skills, with a proven ability to multitask in a fast-paced setting.
High degree of adaptability and flexibility to accommodate changing schedules, last-minute requests, and evolving priorities.
Unquestionable discretion and a mature understanding of the need for confidentiality when handling sensitive information.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or equivalent (GED).

Preferred Education:

Associate's or Bachelor's Degree.

Relevant Fields of Study:

Hospitality Management
Communications
Business Administration
Event Management

Experience Requirements

Typical Experience Range: 2-5 years of direct experience in a hospitality, event coordination, or high-touch customer service role.

Preferred: A background in a 4/5-star hotel, corporate hospitality for a global firm, high-end event planning, or a client-facing role within a dynamic, fast-paced professional services environment is highly desirable.