Reception & Office Operations Coordinator
Description
Join us in Telling the Stories of Santa’s North Pole!
The Lumistella Company is a global intellectual property company dedicated to bringing Santa’s North Pole to life for children around the world through consumer products, original entertainment and brand experiences. We are home to the most iconic and beloved Christmas brands of this generation including The Elf on the Shelf, Elf Pets, and Elf Mates.
The Reception & Office Operations Coordinator will serves as the first point of contact and a central operational presence at The Lumistella Company. This role is responsible for creating a professional, welcoming environment for employees, visitors, and external partners while ensuring the office operates smoothly and efficiently.
In addition to front-desk and facilities coordination responsibilities, this position provides administrative support to senior leaders and assists with cross-functional office needs. The ideal candidate is polished, organized, service-oriented, and takes pride in maintaining a high standard of professionalism in all interactions.
The Reception & Office Operations Coordinator will:
- Serve as the primary ambassador for the office, greeting visitors and ensuring a professional and welcoming experience.
- Manage visitor access, issue badges, and maintain security awareness.
- Notify appropriate personnel of visitor arrivals.
- Answer and direct incoming calls with professionalism and efficiency.
- Maintain a clean, organized, and presentation-ready reception area at all times.
- Support daily office operations to ensure common areas, conference rooms, kitchen/break rooms, and supply areas are well-maintained, stocked, and organized.
- Coordinate meeting room setup and breakdown, including food orders and materials preparation.
- Assist with mail distribution, shipping coordination, and package management.
- Manage office supply inventory and place orders as needed.
- Coordinate with property management on facility-related needs, including service requests and freight elevator scheduling.
- Support company events and in-office meetings as needed.
- Provide administrative assistance to SVP-level leaders and other departments as assigned
- Assist with calendar coordination, meeting logistics, and document preparation.
- Prepare shipping labels, scan and organize documents, and perform other clerical duties as needed.
- Support expense submissions and basic reporting tasks.
- Maintain discretion and confidentiality when handling sensitive information.
- Serve as backup support to the Office Administrator as needed.
- Help train and guide backup reception coverage staff.
- Exercise sound judgment in responding to questions, redirecting inquiries, and prioritizing daily responsibilities.
- Demonstrate flexibility and a solutions-oriented mindset to ensure seamless day-to-day operations.
- Protect company assets through the proper management of asset files and adherence to company policy with regard to information security and management.
If you want to be one of us...
The ideal candidate will bring:
- 3–5+ years of experience in a receptionist, office coordination, administrative, or facilities support role
- Experience supporting senior leaders or multiple stakeholders preferred.
- Intermediate to advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Experience using Microsoft Teams and other collaboration tools.
- Strong written and verbal communication skills
- Professional phone presence and in-person demeanor
- Ability to manage multiple priorities and remain composed amid interruptions.
- Excellent organizational skills and attention to detail
- Demonstrated maturity, tact, and sound judgment.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Typing proficiency of 40+ words per minute
Education requirements:
- High School Diploma or GED required. Additional administrative or business coursework is a plus.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements. A full and complete copy of the Job Description is available upon request.