Workplace Assistant

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As the Workplace Assistant, you’re the first point of contact for anyone entering the office-shaping the overall experience from the moment people arrive. You oversee the front desk and play a key role in ensuring daily operations run smoothly. This is a fully in‑office position based in San Francisco, with expected hours of Monday through Friday, 9:00am-5:00pm.

Core Responsibilities

Front Desk & Visitor Experience

• Serve as the primary presence at the front desk, welcoming employees, guests, candidates, and clients with professionalism and warmth

• Oversee visitor check‑in, badges, and adherence to building access and security procedures

• Keep an eye on security systems, including cameras and alarms

• Notify staff of guest arrivals and assist with meeting room scheduling when needed

• Manage incoming calls, the general workplace inbox, and internal communications with timely, polished responses

• Act as a resource for employees seeking information about the office or daily operations

Office Operations

• Handle incoming and outgoing mail, packages, and deliveries, ensuring accurate logging and prompt notifications

• Maintain cleanliness and organization of shared spaces, reception, and meeting rooms throughout the day

• Monitor kitchen and pantry supplies, coffee stations, and communal items; report restocking needs

• Submit and track maintenance or service requests through the workplace ticketing system

• Assist with ordering and distributing office supplies

Onboarding & Hospitality

• Prepare workstations and welcome materials for new hires on their first day

• Support logistics for candidate and client visits, including room setup, hospitality arrangements, and coordination with recruiting and administrative teams

• Help organize team gatherings, catered lunches, all‑hands meetings, and office events

• Assist visiting employees from other locations with access, desk assignments, and general office guidance

Cross‑Functional Collaboration

• Work with IT to coordinate hardware pickups and returns

• Partner with security teams on access requests and visitor protocols

• Support workplace leadership with ad hoc tasks and special projects

What You Bring

• 1+ years of experience in a receptionist, front desk, office coordination, or hospitality role

• A naturally welcoming, people‑focused demeanor

• Strong attention to detail and the ability to juggle multiple tasks in a fast‑paced environment

• Clear, professional communication skills-both written and verbal

• Dependability and punctuality, with an understanding of how essential the front desk role is to the office experience

• Comfort using common workplace tools (e.g., Google Workspace, Slack, ticketing systems)

• A collaborative mindset and willingness to help wherever needed

• Ability to stay calm, organized, and solution‑oriented during busy periods

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