Job DescriptionWe 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- Bachelor's 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 InformationAs 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 $80-90k per 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 candidate's experience and qualifications.
