Receptionist and Facilities Assistant
JMS Talent Acquisition LLC, Washington, District of Columbia, United States
Reception & Facilities Assistant
The Reception & Facilities Assistant plays a key role in supporting catering, facilities, and daily office operations, helping maintain an organized, efficient, and service-oriented workplace. This position is responsible for coordinating meetings and events, including planning, setup, catering logistics, and breakdown, ensuring all hospitality services are delivered seamlessly and professionally.
The role also supports facilities operations by liaising with vendors and maintenance staff, monitoring office conditions, and ensuring that conference rooms and common areas are clean, stocked, and fully functional. A high level of attention to detail and proactive problem-solving is essential.
In addition, this position provides front desk coverage as needed, serving as a primary point of contact for clients, guests, and employees while maintaining a welcoming and professional office environment.
The ideal candidate demonstrates strong organizational and communication skills, reliability, a service-oriented mindset, and the ability to manage multiple priorities in a fast-paced setting.
Key Responsibilities
Catering & Hospitality Support
Assist with planning and execution of internal meetings and events
Coordinate catering logistics, including setup, breakdown, and vendor management
Maintain kitchen, pantry, and common areas to ensure cleanliness and organization
Monitor and restock supplies; manage inventory for snacks and beverages
Oversee conference room scheduling and reservations
Prepare and distribute regular catering/event reports
Process and reconcile catering expenses and invoices
Conduct daily walkthroughs to ensure readiness of meeting and common spaces
Provide training on conference room and catering procedures to staff
Maintain and update catering guidelines, vendor lists, and budget protocols
Support administrative and operational projects across departments
Reception & Client Services
Greet clients, visitors, and staff in a professional and courteous manner
Answer and route incoming calls, emails, and inquiries
Escort guests and ensure a high level of client experience
Maintain visitor logs and coordinate building access
Ensure consistent reception desk coverage
Keep office directories, contact lists, and internal resources up to date
Arrange travel, lodging, and dining for guests and visiting professionals
Provide basic A/V support and coordinate with IT as needed
Assist with general office support, including onboarding and visitor preparation
Facilities & Security Support
Coordinate with building security for visitor access
Maintain awareness of office activity to support safety protocols
Partner with facilities and operations teams to address maintenance needs
Qualifications
Associate's or Bachelor's degree required
Minimum of 2+ years of experience in a professional office environment (reception, hospitality, or administrative support preferred)
Proficiency in Microsoft Office (Outlook, Word, Excel); experience with conferencing and scheduling tools preferred
Strong organizational, multitasking, and problem-solving skills
Excellent communication and interpersonal abilities
High level of professionalism, discretion, and reliability
Ability to work independently and collaboratively
Flexibility to work on-site full-time with occasional early or late hours as needed
Physical Requirements
Ability to sit or stand for extended periods
Ability to lift and carry items such as catering supplies and office materials (up to ~25 lbs)
The Reception & Facilities Assistant plays a key role in supporting catering, facilities, and daily office operations, helping maintain an organized, efficient, and service-oriented workplace. This position is responsible for coordinating meetings and events, including planning, setup, catering logistics, and breakdown, ensuring all hospitality services are delivered seamlessly and professionally.
The role also supports facilities operations by liaising with vendors and maintenance staff, monitoring office conditions, and ensuring that conference rooms and common areas are clean, stocked, and fully functional. A high level of attention to detail and proactive problem-solving is essential.
In addition, this position provides front desk coverage as needed, serving as a primary point of contact for clients, guests, and employees while maintaining a welcoming and professional office environment.
The ideal candidate demonstrates strong organizational and communication skills, reliability, a service-oriented mindset, and the ability to manage multiple priorities in a fast-paced setting.
Key Responsibilities
Catering & Hospitality Support
Assist with planning and execution of internal meetings and events
Coordinate catering logistics, including setup, breakdown, and vendor management
Maintain kitchen, pantry, and common areas to ensure cleanliness and organization
Monitor and restock supplies; manage inventory for snacks and beverages
Oversee conference room scheduling and reservations
Prepare and distribute regular catering/event reports
Process and reconcile catering expenses and invoices
Conduct daily walkthroughs to ensure readiness of meeting and common spaces
Provide training on conference room and catering procedures to staff
Maintain and update catering guidelines, vendor lists, and budget protocols
Support administrative and operational projects across departments
Reception & Client Services
Greet clients, visitors, and staff in a professional and courteous manner
Answer and route incoming calls, emails, and inquiries
Escort guests and ensure a high level of client experience
Maintain visitor logs and coordinate building access
Ensure consistent reception desk coverage
Keep office directories, contact lists, and internal resources up to date
Arrange travel, lodging, and dining for guests and visiting professionals
Provide basic A/V support and coordinate with IT as needed
Assist with general office support, including onboarding and visitor preparation
Facilities & Security Support
Coordinate with building security for visitor access
Maintain awareness of office activity to support safety protocols
Partner with facilities and operations teams to address maintenance needs
Qualifications
Associate's or Bachelor's degree required
Minimum of 2+ years of experience in a professional office environment (reception, hospitality, or administrative support preferred)
Proficiency in Microsoft Office (Outlook, Word, Excel); experience with conferencing and scheduling tools preferred
Strong organizational, multitasking, and problem-solving skills
Excellent communication and interpersonal abilities
High level of professionalism, discretion, and reliability
Ability to work independently and collaboratively
Flexibility to work on-site full-time with occasional early or late hours as needed
Physical Requirements
Ability to sit or stand for extended periods
Ability to lift and carry items such as catering supplies and office materials (up to ~25 lbs)