Office Coordinator / Reception

Organizational Overview

Founded in 2005, Meridiam is a leader in transformational infrastructure dedicated to the UN Sustainable Development Goals through tackling climate change, building resilient communities, and protecting the environment. We work for people and the planet, designing, financing, developing, and operating transformational infrastructure for the long term.

Meridiam is a partner of choice to the public sector in North America with a strong investment and project portfolio, demonstrated track record, recognized ESG approach and extensive industry expertise. Through its work, Meridiam looks to address urban and rural communities’ key concerns, including job creation, infrastructure repair, and pollution reduction.

As a world leader with $25 billion of assets under management, Meridiam has invested close to $1 billion of inter-generational capital in nine states in the United States and it is estimated that over 20,000 direct and indirect jobs have been created by our U.S. projects.

Essential Duties/Tasks and Responsibilities

• Serve as the face of the firm by professionally greeting all guests upon arrival.

• Manage daily visitor registration using the building’s security system; coordinate guest access and direct guests to the appropriate internal contacts or meeting space.

• Oversee supply inventory and place orders as needed; monitor usage and restock essential items efficiently.

• Answer and route incoming calls in a timely, courteous manner; respond to inquiries with accurate and helpful information.

• Own and manage the conference room booking system; support meeting logistics including room setup, catering coordination, and technology needs.

• Provide light administrative assistance such as expense report processing, scheduling, and travel support when needed.

• Liaise with building management regarding maintenance, cleaning, temperature control, and other facility-related concerns.

• Monitor and maintain all front-of-house areas including reception, conference rooms, and kitchens to ensure they are pristine, fully stocked, and presentation-ready at all times.

• Handle mailroom functions including sorting, distributing, and shipping packages or express mail for all departments, as well as managing copying, printing, and binding of materials as needed.

• Ensure internal directories and phone lists are up to date for North America.

• Assist with onboarding logistics for new hires (desk setup, welcome materials, etc.).

• Help with special projects and ad hoc administrative tasks as assigned.

Preferred Knowledge, Skills and Abilities

• Minimum 3+ years of experience in a receptionist or office coordinator role, ideally in a fast-paced, multicultural corporate environment.

• Exceptional professionalism, discretion, and integrity, especially when handling confidential information.

• Excellent organizational and multitasking abilities with a proactive and resourceful approach.

• Strong interpersonal skills with the ability to interact effectively with all levels of staff, including senior executives, board members, and external stakeholders.

• Superior verbal and written communication skills.

• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); familiarity with office booking and security systems a plus.

• Flexible, adaptable, and solution-oriented mindset.

• Creative thinker with a willingness to recommend and implement improvements to processes and office flow.

• Flexibility with working hours.

Education

• High School’s degree required; Bachelors preferred