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.
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