Role Type: Perm, Full-Time
Location: Office based 5 days per week, New York
Salary Range: This is an hourly, non-exempt position and is eligible for overtime pay in accordance with applicable federal, state, and local laws. The hourly pay range for this position is $27.40-$33.65 per hour.
Purpose of the Role
The Workplace Assistant plays a key role in creating a welcoming, safe, and well-run environment for all colleagues, visitors, and partners. As the primary front-of-house presence, the Workplace Assistant helps create a positive and professional first impression for employees and visitors while supporting the day-to-day operation of the workplace. This role supports both front-of-house and facilities operations, ensuring the workplace runs smoothly day-to-day and reflects our standards, culture, and values.
Key Responsibilities
Reception & Workplace Experience
- Provide a warm, professional welcome to all visitors, colleagues, and partners.
- Manage visitor check-in, access passes, and meeting room audits to ensure spaces remain presentable, functional, and ready for use. This role does not include booking meeting rooms on behalf of colleagues.
- Support hospitality for meetings and events, including food, beverages, and room readiness.
- Oversee contractor arrivals, ensuring they are signed in, briefed, and compliant with on-site requirements.
- Coordinate loading bay access and parking for deliveries, contractors, and visitors.
- Coordinate fire evacuations and act as the designated Workplace Safety Lead for the NYC office during emergency situations.
- Support first aid coordination, including replenishment of supplies and liaison with first aiders.
- Manage incoming and outgoing post, parcels, and courier services.
- Support the ordering and replenishment of stationery, refreshments, and workplace supplies.
- Carry out regular workplace walk-arounds, including health and safety checks, cleaning audits, and general standards monitoring.
- Assist with basic facilities inspections, including FCUs, lighting, emergency lighting, and other workplace systems.
- Log, monitor, and follow up on maintenance requests through the Facilities tracking system.
- Assist with the setup and delivery of internal events and employee engagement activities.
- Support onboarding and offboarding activities, including workstation setup and access requests.
- Assist in monitoring workplace service providers, including cleaning, catering, and maintenance contractors.
General
- Work collaboratively with the wider Workplace & Facilities team to maintain a consistent, high-quality experience across the office estate.
- Build positive relationships with colleagues, suppliers, contractors, and service providers.
- Contribute to a culture of continuous improvement by suggesting ways to enhance the workplace experience.
- Carry out any other reasonable duties required to support the business.
Skills & Attributes
- Friendly, confident, and people focused.
- Strong organisational skills and attention to detail.
- Comfortable managing multiple priorities in a fast-paced environment.
- Proactive, reliable, and able to work independently when required.
- Excellent communication skills with a calm and professional approach.
- Willingness to learn and support a broad range of workplace and facilities responsibilities.
- Good working knowledge of Microsoft Office applications, including Outlook, Word, Excel, and Teams.
Desirable Experience & Qualifications
- First Aid and Fire Marshal certification.
- Health & Safety training (OSHA 10 and/or OSHA 30 preferred).
- Understanding of Soft and Hard Facilities Management services.
- Experience working within a reception, workplace, facilities, or hospitality environment.
- Experience supporting office events and employee engagement activities.