Workplace Coordinator

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About the role

We are seeking a highly personable, proactive, and detail-oriented Workplace Coordinator to oversee the day-to-day experience of our New York office. This role blends front-of-house hospitality, office management, and administrative support to leadership, with a strong focus on supporting client-facing excellence.  Reporting to the Client Services team, this position plays a key role in ensuring the office environment reflects our brand, supports client engagement, and operates seamlessly.  Key duties and responsibilities:  Front-of-House & Hospitality  • Serve as the first point of contact, welcoming and hosting clients, guests, and employees with professionalism and warmth.   • Maintain a polished, welcoming, and client-ready office environment.   • Coordinate meeting room setup and ensure spaces are prepared for internal and client-facing meetings.   • Oversee catering, refreshments, and hospitality services for meetings, events, and client visits.   • Anticipate workplace and guest needs to deliver an exceptional employee and client experience.  Office & Facilities Management  • Own the coordination and execution of office facilities maintenance (vendors, repairs, cleanliness, organization  • Ensure office upkeep, including kitchen, meeting rooms, common areas, and executive offices: Kitchen area duties:   • Load and empty dishwasher as required   • Wipe down counters throughout the day, as required   • Maintain pantry inventory, including but not limited to: Coffee, tea, cups, mugs, snacks, paper goods, etc.   • Ensure all beverage machines are equipped and operational at all times   • Manage inventory of milk - remove and replace any expired items.  Ensure all employee items are labeled with their names and dates.  Any items left for over a week must be thrown out on a weekly basis.  • Manage inventory for closet office, kitchen, and restroom supplies  • Liaise with building management and service providers on any maintenance items  • Maintain cleanliness standards and overall presentation throughout the office  Administrative Support  • Provide administrative as approved by line management.  This may include (scheduling meetings, coordinating travel, PO creation and expense reports).  • Manage conference room operations, including by not limited to, schedule coordination, set-up, supplies, etc.  • Support internal preparation and logistics for client meetings, pitches, and events  Operations & Coordination  • Manage mail, deliveries, office logistics, conference room scheduling, and meeting space utilization.   • Coordinate Day One onboarding, ensuring a seamless new hire experience.   • Prepare workstations, technology access, ID badges, building credentials, and office supplies for new employees.   • Conduct office orientations, workplace tours, and introductions to key personnel.   • Partner with Human Resources, IT, and hiring managers to complete onboarding requirements before start dates.   • Serve as the primary contact for new hire office-related questions and support throughout onboarding.   • Maintain office security, including visitor registration, access badges, and guest management procedures.   • Support internal events, employee engagement programs, team activities, and culture initiatives.   • Drive improvements to office operations, workplace processes, and the overall employee and client experience.   • Support health, safety, and emergency preparedness procedures in collaboration with building management and internal stakeholders.  • Bachelor's degree preferred, or equivalent combination of education and relevant work experience  • 3+ years of experience in workplace coordination, office management, facilities management, executive support, hospitality, or a related field 

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