Description

The Front Office & Hospitality Coordinator is the heartbeat of the DeWys front office: the person who keeps leadership organized, keeps the building welcoming and well-run, and makes sure every person who walks through the door leaves with a strong impression of DeWys Metal Solutions. The role brings together three connected responsibilities: direct administrative support to the President and CEO; ownership of the guest and hospitality experience across the front of house; and day-to-day stewardship of the workplace standards (5S) that keep the facility clean, organized, and guest-ready.

This is a high-trust, highly visible role for someone with exceptional attention to detail and a natural gift for hospitality. The front office team already does this well; the purpose of this role is to elevate it, so that scheduled clients and customers, candidates interviewing for a position, unscheduled visitors, and even a delivery driver all leave thinking, “I want to work there,” or “I want to work with them.”

This is a priority-driven role rather than a fixed checklist, and the mix shifts day to day. When responsibilities collide, the order is clear: live guests and responsiveness to the President and CEO come first; meeting and hospitality setup comes next; and 5S audits, facilities upkeep, and hands-on maintenance flex to the lighter parts of the week. Hospitality work is naturally spiky, heavy on a customer-visit or interview day and light on a quiet one, while supply ordering and vendor oversight stay steady and light, and 5S audits and appliance maintenance run on a monthly cadence. The breadth is the point: it suits one organized, high-energy person who is genuinely happy wearing all of these hats.

Duties & Responsibilities

Key Responsibilities

Executive Support to the President and CEO

• Provide direct, day-to-day administrative support to the President and CEO, including calendar management, scheduling, correspondence, and follow-through on action items.

• Manage and organize executive inboxes: triage incoming email, surface what needs attention, flag priorities, and keep leaders organized and ahead of their commitments.

• Assist with preparation, coordination, and logistics for meetings and presentations, including meal planning and hospitality, and maintaining and coordinating OpSys meeting calendars with leadership.

• Support Advisory Board meeting logistics in partnership with the President: scheduling, materials preparation, and on-site hospitality.

• Own travel, hotel, and event registration arrangements for leadership, booking accurately and managing any changes.

• Coordinate logistics for off-site DeWys company, family, and business events.

• Run errands and handle personal and business tasks for leadership as needed.

• Handle sensitive information and executive communications with a high degree of discretion and confidentiality.

Guest Experience

DeWys hospitality standards are a defining priority for this role. The Coordinator is the host and standard-bearer for the guest experience, expected to know and embody the DeWys hospitality standards and help others uphold them.

• Serve as the host for everyone who walks through the door: scheduled clients and customers, interview candidates, vendors, unscheduled drop-ins, and delivery personnel. Make sure each is expected, acknowledged promptly, and well cared for.

• Deliver a warm, professional arrival experience from the parking lot to the lobby, creating an impression that leaves guests wanting to work at or with DeWys.

• Act as the backstop for guest arrivals: when the check-in kiosk glitches or a host does not reach the lobby in time, step in so no visitor is ever left waiting or unsure of what to do.

• Prepare refreshments and set up, reset, and restock meeting and interview spaces before and after visits.

• Coordinate the details of on-site visits (parking, reception, signage, agendas, and any materials guests need), with particular attention to customer visits and candidate interviews.

• Keep the outdoor entrance and approach guest-ready ahead of visits, including clearing leaves, snow, and debris so first impressions start at the curb.

• Help maintain and reinforce the DeWys hospitality standards across the front office team as they continue to develop.

Workplace Standards (5S) Captain

As DeWys rolls out 5S across the front of house, each department (Marketing, Sales, Quality, Engineering, Finance, IT, HR, and others) is assigned responsibility for maintaining its shared spaces. This role owns the system that keeps those standards alive: the captain who makes sure the whole front of house stays to standard.

• Serve as the front office 5S captain, the single point of ownership for workplace standards across all shared and non-production spaces of the front of house.

• Run the monthly 5S audits, document findings, and maintain visible, up-to-date standards scorecards in shared areas.

• Coordinate and hold accountable the departments responsible for their assigned spaces, following up on audit findings until issues are resolved and standards are restored.

• Personally perform hands-on upkeep in high-traffic shared spaces where the maintenance team is stretched, including running the dishwasher, wiping down counters, and restocking and resetting kitchens, closets, and supply areas as needed.

• Carry out recurring monthly maintenance steps for appliances in both the Executive Kitchen and the Main Floor Shared Kitchen, keeping them clean, functional, and guest-ready.

• Check that meeting and interview rooms are reset and ready to the 5S standard before and after use.

• Help sustain and embed the 5S cadence so standards hold over time rather than slipping after rollout.

Office Operations & Facilities

• Maintain inventory and ordering of office supplies, breakroom items, beverages, and event materials in line with the company’s established purchasing and requisition procedures.

• Organize and maintain shared spaces, supply areas, and office equipment.

• Coordinate facility needs, minor repairs, and vendor relationships, and run building upkeep on a recurring maintenance checklist (cleaning, stocking, repairs, HVAC, safety items, scheduled vendor visits) so nothing slips.

• Oversee the outside cleaning crews, coordinating these third-party vendors and holding them to a clean, professional standard.

• Reserve meeting rooms when needed (teams usually book their own) and help coordinate offsite meeting logistics.

• Coordinate business cards, company Christmas cards, and company gifts (such as the holiday nuts), keeping them on-brand.

Requirements

Knowledge & Skills

Skills & Qualifications

• Demonstrated hospitality instinct: prior experience in hospitality, guest services, hotel or front-desk, events, or another high-touch client environment is strongly preferred.

• Exceptional attention to detail and a high standard for cleanliness, order, and presentation.

• Strong organizational and time-management skills, with the ability to juggle executive support and front office duties in a dynamic environment.

• Excellent communication and interpersonal skills, with a warm, professional, customer-service mindset.

• Proactive, ownership-minded approach: anticipates needs and follows through without being asked.

• Tech-savvy, with the ability to learn new systems quickly.

• Willingness and physical ability to perform hands-on upkeep of shared spaces as part of the 5S captain responsibilities.

• Office operations run smoothly with minimal disruption, and the workplace is organized, stocked, and well-maintained.

Qualifications

• Experience providing administrative support to leadership (C-Suite or similar), with proven discretion and confidentiality.

• Three (3) or more years of relevant experience required.

• Associate’s degree required; Bachelor’s degree preferred.

Physical Requirements

This is an office-based role with a meaningful hands-on component. The team member regularly communicates with other team members and occasionally with customers and visitors; works on a computer daily; and is frequently standing and walking throughout the front of house, including moving between floors and performing light cleaning and appliance upkeep in shared spaces. While this position does not work in the shop, the team member will occasionally need to go onto the shop floor, where appropriate PPE is required and noise levels are high. Occasionally they may lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, color vision, peripheral vision, and the ability to adjust focus.

DeWys Manufacturing

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Front Office & Hospitality Coordinator