Lead Workplace Services Coordinator

About the role

You will own front-of-house operations for the Executive Suite, ensuring every visitor, caller, and employee receives a seamless, high-touch experience. Reporting to the Associate Director, Workplace Services, 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 to ensure magnificent conference and meeting experiences
• 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
• Validated driver’s license recognized by the State of New York, a clear driving record, and willingness to follow company fleet-safety requirements