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 protected] 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 church’s 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 (Mon–Thu, 9am–5pm.)
  

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.