Client services coordinator

Client & Visitor Experience

·  Greet and welcome clients, visitors, vendors, and employees in a professional and friendly manner.

·  Present a positive first impression of the company through all in-person, phone, and email interactions.

·  Answer and direct incoming phone calls promptly and courteously, including taking messages and transferring calls to the appropriate individuals or departments.

·  Respond to general inquiries from clients, visitors, employees, and the public.

·  Ensure visitors are properly signed in and directed to the appropriate meeting rooms or staff members.

·  Coordinate visitor safety orientations, including emergency procedures and exit information where required.

·  Maintain visitor orientation and tracking records.

·  Update daily greeting and visitor information boards on each floor so client and staff-facing areas are current and professional each morning.

Office Coordination & Administration

·  Manage incoming and outgoing mail, couriers, packages, and deliveries, including timely pickup, drop-off, preparation, and distribution.

·  Maintain reception, meeting rooms, kitchenettes, copy areas, supply/storage areas, and other common spaces in a clean, professional, and organized condition.

·  Oversee the daily presentation of kitchen and lunchroom areas on all floors, including general tidiness, dishwasher loading and unloading, and replenishment of common supplies.

·  Monitor washrooms and other shared amenities during the day and coordinate replenishment of paper products, soap, and related supplies to maintain a professional office standard.

·  Ensure office equipment and common-area machines are operating properly, including coffee machines, photocopiers, check-in systems, and related equipment.

·  Coordinate service calls and vendor support when equipment or facilities require attention.

·  Maintain office supply inventory, track usage, and place orders as required.

·  Maintain phone lists, reception procedures, and office administration manuals.

·  Assist with filing, photocopying, scanning, data entry, document preparation, and other administrative tasks while maintaining confidentiality and accuracy.

Meeting & Event Support

·  Assist with meeting logistics, including calendar bookings, room setup, catering, registration, visitor check-in, and cleanup.

·  Support internal company events, client meetings, training sessions, and staff functions.

·  Coordinate with building maintenance, vendors, caterers, couriers, and other service providers as needed.

Financial & Office Support

·  Provide backup administrative support to the Office Manager and other departments as required.

·  Assist with special projects and other office duties as assigned.