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Our client, in the professional services field, is seeking an experienced and proactive Workplace Experience Manager to support their NYC office. Hours are 8:30am-5:30pm (with a lunch break) and this role will be in person five days per week. The individual in this role will provide administrative support with an emphasis on smooth office operations.
Front Office Responsibilities
- Serve as the first point of contact for visitors and internal employees; demonstrate a friendly, positive presence
- Answer the main line, transfer calls and take messages
- Meet and greet visitors, escort them to their interview room and alert appropriate individuals when they have arrived
- Monitor interview rooms (wipe tabletops down as needed, stock pens)
- Enter visitors’ names in security system
- Receive deliveries and maintain inventory; alert employees when personal packages arrive
- Provide administrative support to company leaders; book restaurant reservations, order gifts and flowers, order catering, book travel arrangements (ground transportation, flights, hotels)
Office Management Responsibilities
- Oversee all operations of the kitchen and shared communal spaces
- Kitchen tasks include running and unloading dishwasher, restocking snacks, and keeping the space tidy (wiping down countertops throughout the day)
- Manage and create access fobs for all team members
- Serve as the building liaison, work with vendors and schedule maintenance as needed, coordinate management for on-site work and obtain certificates of insurance
- Submit all receipts for expenses made on company card into a purchase log
- Send weekly office updates to the leadership team regarding ongoing projects, events, and broader office operations
- Coordinate team building activities and events from start to finish
- Order and maintain all office inventory, snack supplies and refreshments
- Order business cards
- Maintain a tidy conference room
- Ensure appliances are running properly
- Communicate with cleaning vendor and ensure they are adhering to the contract
Onboarding Responsibilities:
- Send new hire welcome emails the day prior to start
- Set up workstation tech and supplies
- Distribute new hire kits from Marketing
Offboarding Responsibilities:
- Ensure employee laptop/security credentials are returned
- Package and ship personal belongings as needed
Technology Support:
- Assist with/oversee setup and troubleshooting of all workstation/communal technology.
- Workstation Tech:
- Laptops
- Dell Monitors
- Headsets
- HP/Lenovo Docking Stations
- Desk Phone
- Computer Accessories
- Communal Tech:
- A/V software/hardware
- Printer
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