Workplace Coordinator

We are seeking a highly personable proactive and detail-oriented Workplace Coordinator to oversee the day-to-day experience of our New York office. This role blends front-of-house hospitality office management and administrative support to leadership with a strong focus on supporting client-facing excellence. 

Reporting to the Client Services team this position plays a key role in ensuring the office environment reflects our brand supports client engagement and operates seamlessly. 

Key duties and responsibilities: 

Front-of-House & Hospitality 

• Serve as the first point of contact welcoming and hosting clients guests and employees with professionalism and warmth.  

• Maintain a polished welcoming and client-ready office environment.  

• Coordinate meeting room setup and ensure spaces are prepared for internal and client-facing meetings.  

• Oversee catering refreshments and hospitality services for meetings events and client visits.  

• Anticipate workplace and guest needs to deliver an exceptional employee and client experience. 

Office & Facilities Management 

• Own the coordination and execution of office facilities maintenance (vendors repairs cleanliness organization 

• Ensure office upkeep including kitchen meeting rooms common areas and executive offices: Kitchen area duties:  

• Load and empty dishwasher as required  

• Wipe down counters throughout the day as required  

• Maintain pantry inventory including but not limited to: Coffee tea cups mugs snacks paper goods etc.  

• Ensure all beverage machines are equipped and operational at all times  

• Manage inventory of milk - remove and replace any expired items.  Ensure all employee items are labeled with their names and dates.  Any items left for over a week must be thrown out on a weekly basis. 

• Manage inventory for closet office kitchen and restroom supplies 

• Liaise with building management and service providers on any maintenance items 

• Maintain cleanliness standards and overall presentation throughout the office 

Administrative Support 

• Provide administrative as approved by line management.  This may include (scheduling meetings coordinating travel PO creation and expense reports). 

• Manage conference room operations including by not limited to schedule coordination set-up supplies etc. 

• Support internal preparation and logistics for client meetings pitches and events 

Operations & Coordination 

• Manage mail deliveries office logistics conference room scheduling and meeting space utilization.  

• Coordinate Day One onboarding ensuring a seamless new hire experience.  

• Prepare workstations technology access ID badges building credentials and office supplies for new employees.  

• Conduct office orientations workplace tours and introductions to key personnel.  

• Partner with Human Resources IT and hiring managers to complete onboarding requirements before start dates.  

• Serve as the primary contact for new hire office-related questions and support throughout onboarding.  

• Maintain office security including visitor registration access badges and guest management procedures.  

• Support internal events employee engagement programs team activities and culture initiatives.  

• Drive improvements to office operations workplace processes and the overall employee and client experience.  

• Support health safety and emergency preparedness procedures in collaboration with building management and internal stakeholders. 

Qualifications :

• Bachelors degree preferred or equivalent combination of education and relevant work experience 

• 3 years of experience in workplace coordination office management facilities management executive support hospitality or a related field 

• Exceptional customer service and interpersonal skills with a professional polished demeanor 

• Strong organizational and multitasking abilities with the ability to prioritize competing demands in a fast-paced environment 

• Demonstrated ability to work independently exercise sound judgment and maintain confidentiality 

• Excellent verbal and written communication skills 

• High attention to detail and commitment to delivering a best-in-class workplace and guest experience 

• Proactive solution-oriented mindset with the ability to anticipate needs and resolve issues efficiently 

• Experience coordinating vendors facilities services office maintenance and workplace operations 

• Ability to lift and move office supplies packages and catering deliveries up to 25 lbs. as needed 

• Proficiency in Microsoft Office Suite (Outlook Word Excel PowerPoint Teams) 

• Experience with Microsoft Dynamics 365 or similar ERP/business management systems preferred 

• Experience with calendar management and meeting scheduling platforms such as Outlook 

• Familiarity with expense reporting purchase order creation and invoice processing 

• Experience using visitor management room reservation and workplace management systems is a plus 

Additional Information :

As part of this role you will be expected to provide front desk coverage and maintain an in-office presence Monday through Friday from 8:30 a.m. to 5:30 pm. 

*SOX control responsibilities may be part of this role which are to be adhered to where applicable.*

The salary range for this full-time role is$80-90kper year. Ranges are determined by role and level and represent a good faith effort to provide a fair and equitable salary. This range is a reflection of base salary only not of a total compensation package. Please note Turner & Townsend reserves the right to pay more or less than the posted range depending on candidates experience and qualifications. 

Our inspired people share our vision and mission. We provide a great place to work where each person has the opportunity and voice to affect change. 

We want our people to succeed both in work and life. To support this we promote a healthy productive and flexible working environment that respects work-life balance. 

Turner & Townsend is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and actively encourage applications from all sectors of the community. 

Please find out more about us & Townsend does not accept any speculative or unsolicited CVs that have been sent to our internal recruitment team or hiring managers from agencies outside of our preferred supplier list or that have not followed due process. Any speculative or unsolicited CVs will be treated as a direct application. 

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It is strictly against Turner & Townsend policy for candidates to pay any fee in relation to our recruitment process. No recruitment agency working with Turner & Townsend will ask candidates to pay a fee at any time. 

Any unsolicited resumes/CVs submitted through our website or to Turner & Townsend personal e-mail accounts are considered property of Turner & Townsend and are not subject to payment of agency order to be an authorised Recruitment Agency/Search Firm for Turner & Townsend there must be a formal written agreement in place and the agency must be invited by the Recruitment Team to submit candidates for review. 

Remote Work :

No

Employment Type :

Full-time