Reports To: Director of Workplace Services
Location: Headquarters 717 5th Avenue (with local travel to two satellite offices)
Status: Full-Time / Exempt
Position Overview
The Assistant Manager, Workplace Services oversees the day-to-day operations, facilities, and workplace experience across multiple locations. Reporting to the Director of Workplace Services, this position provides direct oversight of the Workplace Services team and ensures that office environments, employee services, workplace operations and service standards are consistently maintained at a high level.
The ideal candidate is an autonomous operational professional with a strong hospitality mindset and facilities background. This position will directly manage a team of three on-site professionals (Receptionist, Mailroom Coordinator, and Administrative Coordinator) and oversee all daily workflows, from inventory and meeting room resets to a high-volume breakroom operation and multi-site vendor compliance.
Key Responsibilities
Team Leadership & Daily Operations Management
- Provide direct supervision, daily mentorship, and clear accountability for the on-site team (Receptionist, Mailroom Coordinator, and Administrative Coordinator).
- Manage staff scheduling, cross-training, and daily task distribution to ensure full operational coverage across all sites during peak times and absences.
- Oversee the day-to-day operations of Workplace Services across all assigned locations.
- Ensure offices, conference rooms, huddle rooms, cafes, breakrooms, reception area and other shared spaces are clean, organized, stocked, functional and ready for use.
- Conduct regular workplace inspections and identify operational, maintenance, safety and service issues.
Procurement
- Oversee day-to-day inventory of office, breakroom and meeting and Workplace Services supplies.
- Implement and manage a strict inventory control system for office supplies, breakroom provisions, and snacks to minimize waste and stay within budget. Identify opportunities to reduce waste and improve purchasing efficiency.
- Ensure supplies are distributed appropriately across locations.
Multi-Location Operations
- Provide operational oversight for Workplace Services at the headquarters, North Meadow Center and the 79th Street Maintenance Yard.
- Identify operational gaps between locations and implement consistent standards.
- Provide the Director with regular updates regarding conditions and service needs at each location.
Events & Meeting Logistics Support
- Supervise the logistical set-up, and breakdown of all internal meetings and staff events.
- Ensure all meeting spaces are consistently equipped, organized, and reset to standard specifications throughout the day.
Administrative and Business Operations
- Manage and maintain the Workplace Services team calendar
- Monitor conference room calendars and identify scheduling conflicts, double bookings, or operational concerns.
- Assist Director with the processing of POs for invoices.
Qualifications
- Experience: 2–5 years of experience in workplace services, facilities coordination, hospitality management, or corporate property management. Prior experience managing multi-site locations is highly preferred.
- Leadership: Minimum 1–2 years of experience directly managing or leading on-site operational staff.
- Autonomy: Proven ability to work independently with minimal handholding, demonstrating strong problem-solving skills in high-pressure facilities situations.
- Communication: Excellent interpersonal skills with the ability to collaborate effectively with diverse staff, executives, and external vendors.
- Requirements: Ability to lift 30 lbs. occasionally for event setups, and a valid driver's license to travel between the headquarters and satellite offices.
Salary range: $89K - $115,400 (based on level of experience)
