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 TAIT’s visitors, supporting customers with travel arrangements/local logistics, supporting client visits by securing facilities to host meetings arranging catering, and overseeing the “front door” and reception areas and responsibilities. This role will also help support some members of the executive team with client-specific support tasks.

Responsibilities

• Overseeing the front of house/reception areas – create a welcoming and professional environment for all visitors.
• Travel and logistics support – providing support with planning and coordinating local and international travel arrangements for both clients and internal staff.
• Create a welcoming environment for visitors, clients and contractors.
• Coordinate catering and special needs for in-office meetings with clients 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 Riyadh office and provide intuitive guidance (clients, vendors, tour staff).
• Provide a welcome environment for guests visiting our buildings. Ensure a prompt welcome, follow the 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.
• Communicate with clients and guests ahead of their visit, helping and ensuring they feel welcomed and expected.
• Maintain reception desk to handle incoming phone calls promptly (within 3 rings), log calls for tracking and future reference inside the CRM.
• Promptly and professionally handle incoming calls and direct them to appropriate person, taking messages where necessary. Ensure calls are logged onto the CRM for future tracking and reference.
• Own the “front door” experience and layout for welcoming all visitors and ensuring an easy process for entry/signing in/waiting area.
• Work alongside the Facilities Management Team to ensure the office areas and conference rooms remain tidy.
• Process incoming invoices for credit card payment.
• Track access badges to the building.
• Maintain an active Employee roster to reference 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.
• Maintain an active Do not call list.
• Sort all mail and distribute it throughout the company.
• General administrative support – assist with general administrative duties, special projects and ad-hoc client requests as assigned.
• Perform assigned duties according to the policies and expectations prescribed by the company
  
  

Position Requirements

• 1-2 years relevant work experience
• Entertainment experience is a plus
  
  

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.