Workplace Expereince Cordinator

Job Description

Job Description

We are looking for a Facilities Assistant to support daily workplace operations and provide a welcoming, well-organized office environment. This contract position combines front-desk coordination with facilities support, helping employees, visitors, and vendors navigate site needs efficiently. The ideal candidate will be comfortable managing multiple priorities, maintaining accurate records, and contributing to a safe, detail-oriented, and responsive workplace experience.

Responsibilities:
• Oversee day-to-day workplace support by coordinating reception coverage, mail handling, pantry upkeep, janitorial follow-up, and meeting space readiness.
• Receive facility-related requests, assign them to the appropriate resource, monitor progress through resolution, and keep stakeholders informed on timing and status updates.
• Work closely with external vendors and building representatives to address service issues, follow up on recurring concerns, and document actions taken to improve performance.
• Maintain seating and space records, assist with workstation preparation, and support small office moves to ensure work areas are ready for use.
• Update service logs, inventory records, and location data, then prepare routine reports that highlight request volume, turnaround times, and notable trends.
• Perform regular site inspections to identify maintenance concerns, supply shortages, cleanliness issues, safety risks, or opportunities to improve the employee and guest experience.
• Support compliance-related activities such as inspections, incident documentation, emergency readiness tasks, and badge or access coordination while keeping required records current.
• Track office supplies and minor equipment, submit replenishment requests, assist with inventory counts, and help coordinate replacement of items as needed.
• Provide administrative support for purchasing and expense tracking by assisting with invoices, purchase requests, accrual-related documentation, and cost coding review.
• Coordinate logistics for meetings and visitor events by confirming room setup, arranging support services, checking audiovisual readiness with partners, and ensuring spaces are reset afterward.• Prior experience in reception, front-desk support, facilities coordination, or workplace operations.
• Ability to manage a multi-line phone system and handle inbound calls professionally and efficiently.
• Strong organizational skills with the ability to prioritize tasks, track requests, and maintain accurate documentation.
• Clear verbal and written communication skills for working with employees, visitors, vendors, and building management.
• Proficiency with basic administrative tools such as email, spreadsheets, and reporting trackers.
• Ability to observe site conditions, identify service issues, and follow through on resolutions in a timely manner.
• Comfortable supporting a part-time or flexible reception environment while maintaining dependable on-site coverage.