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Office Experience Assistant
Company: Beacon Hill’s client
Location: Seattle, WA – conveniently located near the Symphony Station public transit stop
Work Arrangement: Full-time, onsite
Schedule: Monday-Friday, 7:30 AM-4:00 PM, with up to 5 hours of overtime per week as needed
Employment Type: 3-6-month contract, with a strong likelihood of extension
Compensation: $23-$25/hour, depending on experience
Position Overview
Beacon Hill’s client is seeking an Office Experience Assistant to help create a welcoming, organized, and professional workplace experience in their Seattle office. This highly visible, hands-on role will support day-to-day office operations while also assisting with an upcoming office transition and opening.
The ideal candidate brings a hospitality-first mindset, takes initiative, and enjoys being the person who keeps an office running smoothly behind the scenes. This position will support employees and visitors, maintain shared spaces, coordinate with vendors, assist with meetings and events, and step in wherever needed to create a seamless office experience.
Key Responsibilities
- Keep shared office areas clean, organized, stocked, and ready for daily use by regularly checking workspaces, meeting rooms, equipment, and supplies.
- Identify facility or maintenance concerns and partner with building contacts, vendors, and internal teams to coordinate solutions.
- Maintain inventory throughout the office by monitoring supply levels, placing orders, organizing deliveries, and assisting with vendor invoices.
- Coordinate catering for meetings and office events, including food presentation, setup, cleanup, invoice tracking, and related logistics.
- Prepare conference rooms before meetings by confirming rooms are properly arranged, stocked, clean, and equipped with necessary technology and materials.
- Maintain kitchen and break areas by replenishing food and beverages, monitoring inventory, and keeping surfaces, appliances, and equipment organized.
- Assist with internal events and employee activities through room setup, signage, materials, and other logistical support.
- Coordinate incoming and outgoing mail, packages, courier requests, and internal printing or binding needs.
- Provide coverage for other Office Experience team members during breaks, busy periods, and employee absences.
- Take on additional office support responsibilities as priorities shift throughout the day.
New Office Opening & Transition Support
As the Seattle team prepares to transition into a new office, this individual will play an important role in getting the new space organized, stocked, and ready for employees.
Responsibilities may include:
- Assist with moving employees, furniture, technology, AV equipment, and other materials between office spaces, including packing, labeling, tracking, and storing items.
- Work with building personnel, movers, and outside vendors to coordinate access, schedules, deliveries, and move-related logistics.
- Help keep the current office fully operational throughout the transition by maintaining supplies, services, and vendor coordination.
- Unpack, organize, and stock office supplies, kitchen items, and shared workspaces in the new location.
- Assist with preparing conference rooms, storage areas, common spaces, and other workplace amenities.
- Receive deliveries, track incoming supplies, and help identify items still needed prior to opening.
- Conduct final walkthroughs and readiness checks to ensure workspaces are clean, organized, supplied, and prepared for employee arrival.
- Remain flexible as transition needs evolve and provide hands-on assistance wherever additional support is required.
- Following the move, shift focus on ongoing office operations and maintaining a positive experience for employees and visitors.
Concierge & Front Desk Support
This position will also provide scheduled and backup coverage at the Concierge desk, including lunch periods, end-of-day office closing responsibilities, and other coverage as needed.
- Welcome employees, clients, and visitors as a professional and approachable first point of contact.
- Manage the guest arrival process, including registration, escorts, visitor information, and available office amenities.
- Help employees and guests navigate the workplace, use desk reservation systems, and access visitor resources such as Wi-Fi and badges.
- Monitor the Concierge inbox, process visitor access requests, and prepare employee or guest badges in accordance with established security requirements.
- Route meeting-related requests, including technology or administrative support needs, to the appropriate internal teams.
- Maintain a polished, hospitality-focused experience at the Concierge desk throughout the day.
What You’ll Bring
- Ability to safely lift and move supplies, packages, and equipment weighing at least 30 pounds and utilize carts or step ladders when necessary.
- Bachelor’s degree is strongly preferred.
- 0-2+ years of experience in hospitality, customer service, administrative support, office services, or a similar role.
- Strong customer service skills and a hospitality-focused approach when interacting with employees, guests, and vendors.
- Excellent organization and attention to detail, with the ability to manage several priorities simultaneously.
- Strong verbal and written communication skills.
- Proficiency with Microsoft Office Suite and the ability to quickly learn new systems and technology.
- Ability to work independently, take initiative, and identify what needs attention without waiting for direction.
- Comfort working in a fast-moving environment where priorities and processes may change frequently.
- Professional and composed demeanor when handling multiple requests at once.
- Previous experience coordinating vendors, supplies/inventory, or catering is preferred.
- Ability to work on-site five days per week and provide overtime support as needed, including occasional weekends.
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