Workplace Experience Coordinator

Job Description

Job Description

Job Title: Workplace Experience Coordinator - Level 1

Job Description

The Workplace Experience Coordinator - Level 1 delivers a world-class, white-glove customer service experience to employees, visitors, and guests in a professional office environment. This role serves as the primary point of contact for everyone entering the facility and supports a wide range of workplace services, event coordination, and room configurations to ensure a seamless and welcoming experience throughout the building.

Responsibilities

• Serve as the first point of contact for all individuals entering the facility, greeting them with a friendly, professional, and welcoming demeanor.
• Issue visitor and parking passes and follow established security protocols to ensure proper access control.
• Answer incoming telephone calls in a professional manner and create a memorable first impression for callers.
• Create presentations and occasionally speak to groups of varying sizes to support workplace experience initiatives.
• Arrange and confirm recreational, dining, and business activities on behalf of employees and guests, ensuring accurate and timely coordination.
• Manage janitorial and maintenance work orders as needed, following established procedures and escalating issues when appropriate.
• Coordinate and execute workplace services, including mail handling, office supply services, and onboarding support for new employees.
• Acknowledge and respond to inquiries and complaints from employees, guests, and co-workers, providing solutions in a professional, customer-service-driven manner.
• Plan, coordinate, and manage on-site events, including securing event space, organizing room set up and breakdown, and ensuring delivery of required supplies.
• Configure rooms for meetings and events, including set up and tear down, to meet the specific requirements of each function.
• Follow property-specific security and emergency procedures and promptly notify appropriate parties to help ensure the safety of all individuals in the building.
• Coordinate with vendors who provide services or goods to the workplace, ensuring smooth delivery and service quality.
• Explain detailed or complex information clearly within the team and follow specific directions provided by the manager.
• Perform tasks with impact through clearly defined duties, using established methods and detailed procedures.
• Apply existing procedures to solve straightforward problems, exercising limited discretion while maintaining accuracy and consistency.
• Support a professional, white-glove service culture by maintaining high standards of courtesy, responsiveness, and attention to detail in all interactions.

Essential Skills

• High School Diploma or GED.
• Up to 2 years of job-related experience in customer service, hospitality, office services, or a similar environment.
• Ability to follow basic work routines, standards, and established procedures consistently.
• Strong communication skills to exchange straightforward information clearly and professionally with employees, guests, vendors, and team members.
• Working knowledge of Microsoft Office products, including Word, Excel, Outlook, and related tools.
• Strong organizational skills with the ability to manage multiple tasks and priorities in a dynamic environment.
• Inquisitive mindset with a willingness to learn, ask questions, and improve processes.
• Demonstrated white-glove support and customer service orientation.
• Attention to detail in data entry and documentation, including use of Excel for basic data entry.
• Excellent people skills with the ability to build rapport and maintain a positive, welcoming atmosphere.

Additional Skills & Qualifications

• Experience in workplace experience, office and soft services, or corporate hospitality is beneficial.
• Experience in event coordination, room configuration, or meeting support is an advantage.
• Comfort speaking to groups of various sizes and presenting information clearly.
• Experience coordinating with vendors and managing service requests is helpful.
• Ability to work effectively as part of an onsite team that includes an account manager and workplace experience manager.
• Capability to handle inquiries and complaints with professionalism and a solution-focused mindset.

Work Environment

This role is based in a professional office environment at a designated building location and requires onsite presence. The setting emphasizes a polished, white-glove service culture focused on delivering an exceptional experience to employees and visitors. The Workplace Experience Coordinator works closely with other onsite team members, including an account manager and workplace experience manager, and regularly interacts with vendors and building services. The position involves frequent movement around the facility to support room configurations, event setups and breakdowns, mail and office supply services, and coordination of janitorial and maintenance requests. Standard business technologies such as Microsoft Office (Word, Excel, Outlook) are used daily for communication, scheduling, data entry, and documentation. Multiple shift options are available, with typical hours falling within daytime and early evening schedules, including variations such as 7am–4pm, 8am–5pm, 9am–6pm, 10am–7pm, and 11am–8pm across different weekday and weekend patterns (e.g., Monday–Friday, Tuesday–Saturday, Sunday–Thursday). The environment is structured, procedure-driven, and safety-conscious, with clear security and emergency protocols that must be followed to maintain a secure and comfortable workplace for all.

This is a Contract position based out of New York, NY.

The pay range for this position is $21.00 - $21.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in New York,NY.

This position is anticipated to close on Aug 27, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.