Hospitality Coordinator

TAIT partners with artists, brands, IP holders and place makers to bring culture-defining, never-before-seen experiences to life. With a legacy of innovation spanning over 45 years, TAIT has grown from pioneering in rock ‘n’ roll concert staging to setting the global standard for extraordinary live events and experiences through cutting-edge technology, precision engineering, and creative design. TAIT’s 20 global offices have developed iconic productions and experiences in over 30 countries, all seven continents, and even outer space for renowned performers, theme parks, exhibits, and venues across the globe, including partnerships with Taylor Swift, Cirque Du Soleil, Royal Opera House, Nike, NASA, Bloomberg, Google, Beyoncé, and The Olympics

Position Purpose

The Hospitality Coordinator role is a healthy mixture of Customer Service, Reception, Administrative Support, and Office Management. This role is responsible for creating a welcoming environment and seamless experience for all of TAIT’s visitors, assisting clients with travel arrangements/local logistics, supporting client visits by securing facilities to host meetings, arranging catering, overseeing the “front door experience”, and helping to maintain the overall safety and cleanliness of the facility. This role will also help support some members of the executive team with client-specific support tasks and employee appreciation.

Responsibilities

• Coordinate catering and special needs for in-office meetings with clients, visiting team members, and guests.

• Following up with clients and guests ahead of their visit to prepare them, offer assistance, and ensure they feel welcomed and expected.

• Greet everyone who comes to the office as a VIP and provide intuitive guidance (clients, vendors, production and staff).

• Provide a welcome environment for guests visiting our buildings. Ensure a prompt welcome, follow sign-in and sign-out process, provide badges when needed, and provide any information necessary for a productive visit.

• Assist with general administrative duties which may include ad hoc client requests (arranging car service, hotel arrangements, etc.).

• Develop an understanding of VIP clients, repeat clients, vendors, etc. and develop good working relationships.

• Maintain reception desk to handle incoming phone calls promptly (within 3 rings), log calls for tracking and future reference inside the CRM.

• Access client information database (CRM) as needed to triage needs. Log cold calls and add leads to CRM.

• Own the “front door” experience and layout for welcoming all visitors and ensuring an easy process for entry/signing in/waiting area.

• Work alongside Facilities Management team to ensure the office areas and conference rooms remain clean, safe, and tidy.

• Track, order, and stock office supplies.

• Track, order, and stock kitchen supplies.

• Process incoming invoices for credit card payment.

• Track access badges to the building.

• Act as a participating member of the events planning committee.

• Assist in execution of internal events, celebrations, and workshops especially as it pertains to hospitality responsibilities outlined above.

• Manage Studio calendar scheduling meetings, events, reserving conference rooms and hot desks as needed.

• Maintain an active employee roster to reference for phone requests that are not in the system, as well as safety for the front desk with recently terminated.

• Maintain a credit card and process monthly expenses for approval in Concur.

• Sort all mail and distribute it throughout the company.

• Prepare and send outgoing mail and shipments for teams.

• Perform assigned duties according to the policies and expectations prescribed by the company

Position Requirements

• High School Diploma, or G.E.D equivalency

• 1+ years of relevant work experience

• Entertainment experience is a plus

Working Conditions and Physical Effort

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee is required to walk, bend, climb, push, pull, twist, squat, stoop, and kneel each day. Specific requirements are:

• Must be able to lift or move up to 30 lbs.

• Must be able to carry up to 30 lbs.

• Must be able to pull or push up to 30 lbs.

• Must be able to reach overhead.

• Must be able to work in small, sometimes awkward spaces and positions.

TAIT is an equal opportunity employer fully committed to diversity and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran or any other protected characteristic as outlined by international, national, state, or local laws.