Concierge

Job description

About Athena At Athena, we empower possibility through transformative delegation. We pair exceptional Executive Assistants with driven clients and support both with world-class systems and AI-enabled tools. The result is greater leverage, more time, and meaningful impact. We are on a mission to build the best delegation and agentic automation platform in the world—where Human + AI collaboration unlocks new levels of productivity and scale. Position Summary The Concierge serves as the first point of contact for employees, visitors, candidates, clients, and business partners, delivering a world-class hospitality experience while supporting the daily operations of the workplace. As a key member of the Facilities & Office Services and Workplace Experience team, the Concierge ensures that every interaction reflects the company's culture and values by providing exceptional customer service, maintaining workplace readiness, coordinating office services, and supporting employee engagement initiatives. This role goes beyond traditional reception duties by proactively anticipating employee and guest needs, facilitating workplace services, managing visitor experiences, providing VIP assistance to Athena clients, coordinating meetings and events, and ensuring the office environment is welcoming, organized, and operationally ready. The ideal candidate thrives in a fast-paced environment, demonstrates exceptional interpersonal skills, maintains a hospitality-first mindset, and contributes to creating a workplace where employees can do their best work. Key Responsibilities 1. Front Desk & Reception Services Serve as the primary ambassador of the workplace. Responsibilities include: Welcome employees, visitors, candidates, clients, and vendors with professionalism and warmth. Manage front desk operations and maintain a consistently welcoming reception area. Register visitors using the visitor management system. Verify visitor identification and ensure compliance with security protocols. Issue visitor badges and coordinate guest access. Notify hosts of visitor arrivals, if necessary. Respond to general workplace inquiries. Manage reception email inboxes and workplace communication channels. Maintain visitor records and daily reception logs. 2. Workplace Hospitality Deliver a hospitality-driven workplace experience that reflects company culture. Responsibilities include: Anticipate employee and guest needs before they arise. Provide concierge-level assistance for workplace-related requests. Coordinate refreshments for meetings and visitors. Ensure executive guests receive a premium hospitality experience. Maintain hospitality stations and lobby presentation. Support employee celebrations and recognition moments. Promote an inclusive and welcoming office environment. 3. Employee Experience Support initiatives that foster employee engagement and workplace satisfaction. Responsibilities include: Welcome new hires and trainee onboarding on their first day and provide workplace orientation. Prepare onboarding needs and workspace essentials. Coordinate employee welcome experiences with Recruitment. Manage workplace announcements and communications. Support employee recognition and engagement activities. Gather employee feedback on workplace services. Provide guidance on workplace policies and available amenities. 4. Workplace Operations Support Ensure the workplace remains functional and ready for daily business operations. Responsibilities include: Conduct workplace walkthroughs to ensure office readiness. Checking meeting rooms are clean, organized, and fully equipped. Report maintenance or facility issues to the Facilities Engineer. Coordinate minor workplace requests. Assist in workspace setup for new hires, transfers, and visitors. Maintain lobby, collaboration spaces, and common areas. 5. Meeting & Event Support Provide logistical support for meetings, training sessions, and workplace events. Responsibilities include: Reserve and prepare meeting rooms, if needed. Coordinate room setup and seating arrangements. Arrange catering and refreshments. Support hybrid meetings by ensuring audiovisual equipment is functional. Welcome guests attending meetings or events. Coordinate event registration and attendance. Assist with internal engagement activities, town halls, and celebrations. Support executive visits and company-wide events. 6. Visitor & Candidate Experience Deliver an exceptional experience for all workplace visitors. Responsibilities include: Welcome job candidates and ensure a positive first impression. Escort visitors when required. Coordinate visitor parking and transportation assistance, where applicable. Support vendor and contractor check-ins. Ensure visitor compliance with workplace policies. Collect visitor feedback to improve future experiences. 7. Office Services Coordination Support the delivery of workplace services. Responsibilities include: Coordinate courier and mail services. Manage incoming and outgoing deliveries. Assist with office supply requests. Coordinate employee locker assignments. Support lost-and-found management. Manage workplace reservations where applicable. 8. Workplace Communication Serve as a communication hub for workplace-related information. Responsibilities include: Communicate workplace announcements. Notify employees of facility updates. Support emergency communications. Coordinate workplace signage and digital displays. Respond to employee inquiries promptly and professionally. Escalate concerns to appropriate departments. 9. Vendor Coordination Support third-party vendors providing workplace services. Coordinate with: Pantry vendors Catering vendors Office supply vendors Event vendors Building management Monitor service quality and escalate concerns as necessary. 10. Health, Safety & Security Support Support workplace safety and security initiatives. Responsibilities include: Ensure visitor compliance with security procedures. Maintain emergency contact information. Support emergency evacuations. Report unsafe workplace conditions. Assist during emergency drills. Monitor reception security protocols. Coordinate with Security during incidents. 11. Administrative Support Provide administrative support to the Facilities & Workplace Experience team. Responsibilities include: Assist in maintaining workplace records and logs. Track service requests. Assist with purchase requests. Prepare reports and spreadsheets. Maintain filing systems. Support documentation, reporting and audits. 12. Continuous Improvement Contribute to enhancing the workplace experience. Responsibilities include: Recommend service improvements. Identify opportunities to improve workplace efficiency. Gather employee and visitor feedback. Participate in workplace innovation initiatives. Support implementation of hospitality best practices. Promote a culture of service excellence. 13. Workplace Events & Employee Engagement Support the execution of employee-focused initiatives that foster engagement and culture. Responsibilities include: Plan and coordinate office events, celebrations, and recognition activities. Support wellness programs and community-building initiatives. Coordinate logistics for town halls, training, and leadership visits. Manage event vendors, catering, and venue preparation for all engagement activities. Ensure events are delivered within budget and aligned with company standards. Core Competencies Workplace Experience Hospitality Excellence Customer Service Employee Experience Visitor Experience Workplace Operations Office Coordination Event Support Executive / VIP Hospitality Behavioral Competencies Excellent verbal and written communication Relationship building Professional and executive presence Emotional intelligence Attention to detail Initiative and proactive problem-solving Time management Adaptability in a fast-paced environment Team collaboration Confidentiality and discretion Key Performance Indicators (KPIs) Workplace Experience Employee satisfaction with concierge services Visitor and candidate satisfaction scores Positive onboarding experience ratings Executive and VIP service feedback Operational Excellence Front desk coverage and responsiveness Meeting room readiness Timely completion of workplace service requests Visitor registration accuracy and compliance Hospitality & Service Guest check-in efficiency Employee request response times Event support satisfaction Service quality ratings from stakeholders Administrative Performance Accuracy of workplace records and reports Timely processing of deliveries and correspondence, where applicable Efficient coordination of office services Continuous Improvement Employee feedback improvements Workplace enhancement initiatives supported Contribution to engagement and culture-building activities Adoption of new workplace tools and processes Qualifications Bachelor's degree in Hospitality Management, Hotel & Restaurant Management, Tourism, Business Administration, Office Administration, Communications, or a related field is preferred. 3–5 years of experience in hospitality, concierge services, executive reception, customer service, office administration, or workplace experience. Experience in a corporate, technology, hospitality, or premium customer service environment is highly preferred. Strong proficiency in Google Workspace, AI systems, Microsoft Office, and workplace collaboration tools (Slack). Experience with visitor management systems and workplace platforms is an advantage.