Workplace Assistant

Job Overview

The workplace assistant is the first point of contact for employees, candidates, customers, and vendors. This role provides front-desk coverage, visitor management, workplace & facilities support, and administrative coordination to ensure a safe, welcoming, and well-operated office environment.

This position also supports day-to-day office operations and facilities coordination, helping maintain workplace functionality, address routine issues, and ensure continuity of operations in a high-visibility, professional setting.

• Serve as the first friendly point of contact; greet visitors and manage check-in processes to ensure a professional, warm and welcoming experience

• Maintain office readiness, including cleanliness, organization, and overall presentation

• Coordinate visitor management processes, including pre-registration and compliance with security protocols

• Partner with Security to manage access, visitor flow, and adherence to onsite policies

• Support day-to-day office operations, including office supplies, mail distribution, F&B re-stock and general administrative coordination

• Coordinate and oversee facilities needs, including minor repairs, preventative upkeep, and vendor engagement for routine services

• Monitor, track, and escalate operational and facilities-related issues to appropriate stakeholders, ensuring timely resolution

• Assist with onboarding and offboarding by ensuring workspace readiness and supporting basic setup and orientation logistics

• Support meetings and events through coordination of room setup, catering, and space readiness

• Track recurring issues and provide feedback to Workplace and Facilities to improve office operations

• Perform a range of administrative tasks to support overall office efficiency and day-to-day operations

• Proven ability to manage front-facing responsibilities with professionalism, including greeting visitors, handling inquiries, and maintaining a positive organizational image

• Strong organizational and coordination skills, with experience managing schedules, appointments, and multiple priorities simultaneously

• Excellent written and verbal communication skills, with the ability to interact effectively across teams and with external stakeholders

• Detail-oriented with the ability to track, manage, and follow up on tasks, projects, and administrative processes

• Experience supporting operational workflows, including data entry, documentation, and cross-functional coordination

• Proficiency in workplace tools and systems, including Slack, Microsoft Teams, Envoy, Confluence, and Microsoft Excel

• Familiarity with submitting and managing facilities requests and handling basic IT support requests or ticketing systems

• Ability to work independently while also collaborating effectively in a team environment

• Strong problem-solving skills and adaptability in fast-paced or dynamic settings

• Customer-service mindset with a focus on responsiveness, professionalism, and efficiency

• Prior experience in administrative, coordination, or specialist-type roles preferred