Lead Workplace Services Coordinator

Reporting to the Associate Director, Workplace Services, you will own front-of-house operations for the Executive Suite, ensuring every visitor, caller, and employee receives a seamless, high-touch experience. You will coordinate reception, switchboard, help-desk, and conferencing functions while providing administrative support to the broader Workplace Services team and executive leadership.

Responsibilities

• Serve as the primary point of contact at the Executive Suite reception, greeting visitors and handling guest interactions
• Operate the reception desk, handling switchboard calls, front-desk tasks, and help-desk inquiries
• Act as the primary escalation point for complex service issues, resolving them quickly or routing them to the appropriate parties
• Implement and supervise processes that improve efficiency, service quality, and front-of-house readiness
• Provide calendar management, travel coordination, and administrative support to Workplace Services leadership
• Assist the Associate Director with planning and executing executive meetings, town halls, and corporate events, including room bookings, A/V setups, and on-site support
• Support Board of Directors meetings by coordinating conference-room setup and catering; manage food presentation, post-meeting cleanup, and timely room reset
• Handle ordering and inventory of kitchen and office supplies to ensure consistent availability
• Prepare beverages, including coffee, for staff and meetings

Requirements

• Bachelor’s degree and 5+ years of validated experience in reception, administration, or workplace services (executive support or supervisory experience is a plus)
• Confirmed expertise with Microsoft Office, Outlook/Exchange calendaring, and room-booking/conferencing systems
• Valid driver’s license recognized by the State of New York, a clear driving record, and willingness to follow company fleet-safety requirements

Skills

• Take pride in delivering outstanding customer service and creating welcoming guest experiences
• Excel at balancing multiple priorities and remaining calm under pressure in a complex environment
• Enjoy identifying process gaps and driving continuous improvement in workplace services
• Communicate clearly and professionally with executives, colleagues, and external partners
• Highly organized, meticulous, and proactive in anticipating needs
• Comfortable stepping in as a flexible teammate to cover conferencing services or emergency response situations

Benefits

• Annual bonuses or other incentive plans
• Equity awards
• Pension or retirement benefits, 401(k) company match
• Health and wellness programs, fitness centers
• Insurance benefits (e.g., medical, dental, vision, life, and disability)
• Paid time off and family support benefits

Pay

Salary Range (hourly): $34.47 - $56.20

This role is required to be performed onsite.