Building Receptionist (Onsite - Monday through Friday, 7:30 AM to 4:30 PM)

Covetrus is a global animal-health technology and services leader dedicated to empowering veterinary practice partners to drive improved health and financial outcomes. We bring together products, services, and technology into a single platform that connects our customers to the solutions and insights they need to work best. Our passion for the well-being of animals and those who care for them drives us to advance the world of veterinary medicine. 

The Building Receptionist/Coordinator serves as the first point of contact for employees, tenants, visitors, and vendors at our Portland, Maine headquarters. This highly visible role is responsible for creating a welcoming, professional, and well-organized workplace environment while helping ensure the building operates smoothly each day.

Reporting to the Facilities & Property Manager, the Workplace Experience Coordinator plays a key role in supporting workplace operations, tenant services, managing shared spaces, coordinating building services, and enhancing the experience of everyone who enters the facility. The ideal candidate is energetic, organized, technologically proficient, customer-focused, and takes pride in solving problems, anticipating needs, and delivering exceptional service.

This position is perfect for someone who enjoys interacting with people, thrives in a fast-paced environment, and takes ownership of creating a positive workplace experience every day. It also offers opportunities to expand responsibilities and grow professionally within workplace operations, facilities management, and property management.

Essential Responsibilities

Front Desk & Guest Experience

• Serve as the primary point of contact for employees, tenants, visitors, and vendors.
• Create a welcoming, professional, and positive first impression for everyone entering the building.
• Manage the visitor management system and ensure a seamless, secure, and professional check-in experience.
• Answer questions, provide assistance, and connect individuals with the appropriate resources.
• Maintain and continuously improve front desk procedures, workplace guides, checklists, and operational documentation.
• Support a culture of hospitality, professionalism, and service excellence throughout the facility.

Workplace Operations

• Manage employee and visitor access badges, parking procedures, workplace requests, and building communications.
• Coordinate incoming and outgoing mail, packages, and deliveries, including scanning and distribution as needed.
• Monitor and maintain conference rooms, kitchens, collaboration spaces, and common areas throughout the day.
• Configure and reset conference rooms to support meetings, training sessions, tenant events, and special functions.
• Assist with room scheduling, setup coordination, and ensuring spaces are organized, functional, and presentation-ready.
• Proactively identify workplace needs and take initiative to resolve issues before they impact employees, tenants, or visitors.

Building Services & Vendor Coordination

• Assist in coordinating building vendors and service providers, including janitorial, maintenance, and workplace service partners.
• Serve as a liaison between tenants, building vendors, and the Facilities & Property Manager to help ensure requests, concerns, and service needs are addressed promptly and professionally.
• Monitor building conditions and proactively communicate maintenance, cleanliness, safety, or service concerns.
• Help maintain a clean, organized, and professional environment throughout the facility.
• Support workplace events, employee activities, and tenant engagement initiatives.
• Assist the Facilities & Property Manager with special projects and operational initiatives as needed.

Administrative & Technology Support

• Maintain accurate records related to visitors, building access, parking, workplace requests, and operational activities.
• Utilize Microsoft 365 applications, email, workplace software platforms, and other business systems efficiently and effectively.
• Learn and become proficient in various workplace technologies and software tools used to support building operations.
• Identify opportunities to improve processes, increase efficiency, and enhance the employee, tenant, and visitor experience.
• Respond promptly to requests and consistently follow tasks through to completion.

Qualifications

Education & Experience

• High school diploma or equivalent required.
• Experience in customer service, hospitality, office administration, workplace services, property management, or a professional office environment preferred.
• Experience supporting a multi-tenant office environment is a plus.
• Demonstrated ability to manage multiple priorities while maintaining a high level of professionalism and service.

Skills & Competencies

• Outstanding customer service skills and a genuine desire to help others.
• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Exceptional attention to detail and follow-through.
• Strong problem-solving skills and sound judgment.
• Ability to anticipate needs and proactively address issues before they become problems.
• Demonstrated reliability, professionalism, accountability, and ownership.
• Self-motivated with the ability to work independently and take initiative.
• Positive attitude and willingness to support a variety of workplace needs.
• Ability to interact professionally and confidently with employees, executives, tenants, vendors, and visitors.
• Strong situational awareness and the ability to effectively prioritize competing demands.
• Technology should come naturally; candidates should be comfortable learning and utilizing Microsoft 365, Outlook, Teams, Excel, Word, workplace management systems, and other software platforms to improve efficiency and organization.
• Ability to adapt to changing priorities and support the evolving needs of a dynamic workplace.

Work Environment & Physical Requirements

• This is an onsite position based at our Portland, Maine headquarters.
• Typical working hours are Monday through Friday, 7:30 AM to 4:30 PM, with occasional flexibility required to support business needs.
• Must be dependable, punctual, and able to maintain a consistent work schedule.
• Must be able to sit, stand, walk, bend, reach, push, pull, and move throughout a large office environment.
• Must be able to lift and carry materials weighing up to 50 pounds.
• Must be capable of moving and arranging conference room tables, chairs, and furniture to support meetings, training sessions, and events.
• Pet-friendly workplace environment.
• Dedicated 24/7 parking garage access provided.

Why Join Our Team?

This role offers the opportunity to be a key contributor to the daily success of a dynamic headquarters location. You will play an important role in supporting employees, tenants, and visitors while helping create an exceptional workplace experience.

Unlike a traditional front desk position, this role provides meaningful involvement in workplace operations, facilities management, tenant relations, vendor coordination, and special projects. For the right individual, it offers opportunities to develop new skills, take on increasing responsibility, and build a rewarding career within workplace operations and facilities management.

We are looking for someone who takes pride in their work, enjoys helping people, embraces ownership and accountability, and wants to make a meaningful impact every day.

We offer the following benefits for you to take advantage of while you are here provided you meet the eligibility requirements under each governing program:

• 401k savings & company match

• Paid time off

• Paid holidays

• Maternity leave

• Parental leave

• Military leave

• Other leaves of absence

• Health, dental, and vision benefits

• Health savings accounts

• Flexible spending accounts

• Life & disability benefits​

• Identity theft protection

• Pet insurance

• Certain positions may include eligibility for a short-term incentive plan

Covetrus is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.