Workplace Assistant

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.

Key responsibilities include:

• Serving as the first friendly point of contact and greeting visitors
• Maintaining office readiness, including cleanliness, organization, and overall presentation
• Coordinating visitor management processes, including pre-registration and compliance with security protocols
• Partnering with Security to manage access, visitor flow, and adherence to onsite policies
• Supporting day-to-day office operations, including office supplies, mail distribution, F&B re-stock and general administrative coordination
• Coordinating and overseeing facilities needs, including minor repairs, preventative upkeep, and vendor engagement for routine services
• Monitoring, tracking, and escalating operational and facilities-related issues to appropriate stakeholders, ensuring timely resolution
• Assisting with onboarding and offboarding by ensuring workspace readiness and supporting basic setup and orientation logistics
• Supporting meetings and events through coordination of room setup, catering, and space readiness
• Tracking recurring issues and providing feedback to Workplace and Facilities to improve office operations

The ideal candidate will have:

• Proven ability to manage front-facing responsibilities with professionalism
• 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