Reception & Meeting Services Specialist

The Reception & Meeting Services Specialist is responsible for a key point of entry to the organization and oversight of meeting space utilization. The Specialist will work with the management and staff of the various operating departments to ensure meeting space requirements are met.

Duties and Responsibilities:

  • Provide a full range of receptionist support services including greeting and providing general information to visitors, members, executive leaders, various external vendors, and/or prospective employees
  • Answer and transfer incoming calls requiring some level of investigating to determine most appropriate department/ contact.
  • Assess, evaluate, and coordinate meeting vs. space requirements to ensure optimal utilization of meeting rooms.
  • Participate in coordination and set-up for a variety of situations including company events, meetings, catering, meals, preparing offices and meeting rooms.
  • Ensure proper functioning of catering, room setup and cleanup
  • Reconcile food services invoices.
  • Additional duties as assigned.


Minimum Qualifications:
  • High school diploma or GED from an accredited school.
  • Facilities knowledge in one or more of the following areas: safety, vendor relations, break room supplies, property appearance, meeting room coordinator or event space set-up.
  • Ability to work as needed before/after hours, weekends and holidays on a rotating or as needed schedule.
  • Work experience communicating verbally and in writing while demonstrating proper grammar, spelling and punctuation skills.
  • Experience using Microsoft Word including formatting, copy/paste and using grammar/spell check.
  • Ability to multitask, prioritize and manage time effectively.


Preferred Qualifications:
  • Able to problem solve under little supervision while managing many details.
  • Able to handle emergency situations and communicate results in a succinct and clear verbal or written manner.
  • Organizational skills keeping track of multiple tasks through to completion.
  • Ability to prioritize projects within a fast-paced, deadline-driven environment using tact and discretion.
  • Prior experience in workplace safety procedures.
  • Front desk reception greeting visitors, answering calls and/or taking messages.


Compliance & Regulatory Responsibilities: N/A

License/Certification: N/A

WE ARE AN EQUAL OPPORTUNITY EMPLOYER. Applicants and employees are considered for positions and are evaluated without regard to mental or physical disability, race, color, religion, gender, national origin, age, genetic information, military or veteran status, sexual orientation, marital status or any other protected Federal, State/Province or Local status unrelated to the performance of the work involved.

If you have a disability under the Americans with Disability Act or a similar law, and want a reasonable accommodation to assist with your job search or application for employment, please contact us by sending an email to careers@Healthfirst.org or calling 212-519-1798 . In your email please include a description of the accommodation you are requesting and a description of the position for which you are applying. Only reasonable accommodation requests related to applying for a position within Healthfirst Management Services will be reviewed at the e-mail address and phone number supplied. Thank you for considering a career with Healthfirst Management Services.

EEO Law Poster and Supplement


Back to top