Workplace Assistant

Serve as the first friendly point of contact; greet visitors and manage check-in processes to ensure a professional, warm and welcoming experience 

Maintain office readiness, including cleanliness, organization, and overall presentation 

Coordinate visitor management processes, including pre-registration and compliance with security protocols 

Partner with Security to manage access, visitor flow, and adherence to onsite policies 

Support day-to-day office operations, including office supplies, mail distribution, F&B re-stock and general administrative coordination 

Coordinate and oversee facilities needs, including minor repairs, preventative upkeep, and vendor engagement for routine services 

Monitor, track, and escalate operational and facilities-related issues to appropriate stakeholders, ensuring timely resolution 

Assist with onboarding and offboarding by ensuring workspace readiness and supporting basic setup and orientation logistics 

Support meetings and events through coordination of room setup, catering, and space readiness 

Track recurring issues and provide feedback to Workplace and Facilities to improve office operations 

Perform a range of administrative tasks to support overall office efficiency and day-to-day operations 

Proven ability to manage front-facing responsibilities with professionalism, including greeting visitors, handling inquiries, and maintaining a positive organizational image  

Strong organizational and coordination skills, with experience managing schedules, appointments, and multiple priorities simultaneously  

Excellent written and verbal communication skills, with the ability to interact effectively across teams and with external stakeholders  

Detail-oriented with the ability to track, manage, and follow up on tasks, projects, and administrative processes  

Experience supporting operational workflows, including data entry, documentation, and cross-functional coordination  

Proficiency in workplace tools and systems, including Slack, Microsoft Teams, Envoy, Confluence, and Microsoft Excel  

Familiarity with submitting and managing facilities requests and handling basic IT support requests or ticketing systems  

Ability to work independently while also collaborating effectively in a team environment  

Strong problem-solving skills and adaptability in fast-paced or dynamic settings  

Customer-service mindset with a focus on responsiveness, professionalism, and efficiency  

Prior experience in administrative, coordination, or specialist-type roles preferred