Reception & Building Services Coordinator

The Reception & Building Services Coordinator serves as the first point of contact for guests partners and staff during weekday office hours helping create a welcoming organized and well-functioning environment at Calvary. This role supports front desk operations building scheduling and shared-space hospitality to ensure our campus is ready and responsive for ministry and community use.

DIRECT RESPONSIBILITIES

Front Desk & Guest Experience

• Greet and host all guests and partners who arrive at the front desk.
• Answer and route incoming phone calls.
• Respond to general inquiries through the email account and route messages appropriately.
• Notify staff when guests arrive for scheduled meetings.
• Provide basic wayfinding and campus directions.
• Receive and route packages deliveries and vendors.

Building Calendar & Scheduling Support

• Enter and update room reservations in the churchs scheduling system (Planning Center.)
• Ensure room requests align with facility use guidelines and approved processes.
• Coordinate weekday access logistics (door schedules PIN codes basic access instructions.)
• Coordinate thermostats and temperature control with anticipated room usage.
• Verify that access instructions are sent for weekday events.
• Communicate scheduling confirmations and basic building information to internal and external users.
• Confirm rooms are actually being used as scheduled and follow up with no-shows. Help identify patterns (overused rooms frequent conflicts.)

Office Kitchen & Shared Space Support

• Stock and organize office and kitchen supplies
• Prepare coffee and refresh hospitality areas as needed during office hours.
• Monitor shared spaces for cleanliness and reset needs throughout the day.
• Submit maintenance or cleaning requests when issues are observed.
• Manage incoming and outgoing Mail from the on-site Calvary mailbox.

Building & Safety Coordination

• Serve as the weekday point of contact for basic building-related needs.
• Follow and reinforce building access and safety procedures.
• Escalate safety behavior or facility concerns to appropriate staff immediately.

General Support

• Assist with basic copying scanning or assembling of materials as needed.
• Track supply levels and communicate reorder needs to the appropriate staff.
  

QUALIFIED CHARACTERISTICS/NEEDS

• High school diploma or equivalent required.
• Prior experience in reception customer service hospitality or office support preferred.
• Comfortable using basic office technology and systems (email calendars scheduling software phone systems.)
• Ability to learn and follow building procedures safety guidelines and scheduling processes.
• Ability to work independently and manage multiple tasks during office hours.
• Reliable transportation and ability to maintain consistent weekday schedule (MonThu 9am5pm.)
  

CORE COMPETENCIES

• Customer Focus - Builds strong relationships and delivers solutions that meet the needs of guests and staff.
  • Creates a welcoming respectful first impression for all who enter the building.
  • Listens carefully to questions or concerns and routes people appropriately.
  • Maintains a calm helpful presence even during busy or unexpected situations.

• Communicates Effectively - Develops and delivers multi-mode communications that convey a clear understanding of needs.
  • Communicates clearly and professionally with guests partners and staff.
  • Shares accurate information regarding building access and scheduling.
  • Knows when and how to escalate issues to appropriate staff.

• Ensures Accountability - Holds self and others accountable to meet commitments.
  • Follows through on assigned tasks and communication.
  • Takes responsibility for front desk and shared-space readiness.
  • Reports issues rather than assuming someone else will handle them.

• Action-Oriented - Takes on new opportunities and tough challenges with a sense of urgency and enthusiasm.
  • Responds promptly to guests calls and building needs.
  • Addresses issues as they arise rather than waiting to be asked.
  • Keeps shared spaces functioning smoothly throughout the day.

Required Experience:

Junior IC