[W2] Front desk Associate

About the Role

We are looking for a Workplace Experience Associate to join a dynamic Corporate Real Estate (CRE) team and help create an exceptional workplace experience for employees, customers, visitors, and guests.

This is a highly customer-facing role for someone with a strong hospitality, front-office, workplace experience, or customer service background . The ideal candidate will be professional, approachable, organized, and comfortable managing multiple priorities while creating a welcoming and engaging office environment.

Key Responsibilities

Welcome Desk & Customer Experience

• Manage the Welcome Desk during business hours and provide a warm, professional experience to employees, customers, and visitors.
• Greet and assist visitors, ensuring timely check-in and badging in accordance with company policies.
• Maintain a clean, organized, and welcoming reception area.
• Provide directions, information, and assistance to employees, customers, and guests.
• Support new hires by introducing them to workplace services and connecting them with appropriate support teams.

Safety & Security

• Make customer and employee safety a top priority.
• Follow and implement emergency response procedures when required.
• Ensure employees and visitors follow appropriate badge and access procedures.
• Monitor and escalate safety or security concerns appropriately.
• Coordinate visitor check-in and security procedures using visitor management systems.

Workplace & Office Support

• Assist with meeting room scheduling and coordination, including equipment, supplies, and catering.
• Support All Hands meetings, office events, and other workplace activities.
• Receive and coordinate external and inter-office mail and deliveries.
• Assist employees with shipping and mail-related requirements.
• Monitor the office ticketing system, assign or route tickets appropriately, and follow up to ensure timely resolution.
• Answer questions regarding workplace policies, building procedures, wayfinding, and office etiquette.

Community & Employee Engagement

• Create a positive and engaging workplace atmosphere through activities and employee interactions.
• Develop and support initiatives that bring employees together and strengthen the workplace community.
• Assist with internal communications and employee engagement activities.
• Create and distribute communications related to office events, announcements, and workplace information using tools such as Outlook, Viva Engage, and other internal communication platforms.
• Coordinate with different departments to facilitate effective communication and collaboration.

Events & Workplace Programs

• Plan and execute onsite employee events and workplace activities.
• Manage event logistics, including scheduling, vendors, supplies, catering, and budgets.
• Develop promotional materials and communications to generate employee engagement.
• Capture event photos and content to promote workplace culture and employee engagement.
• Collect feedback after events and use insights to improve future activities.

Qualifications

• 2+ years of relevant experience preferred.
• Bachelor's degree preferred.
• Customer-facing experience is essential; hospitality experience is strongly preferred.
• Excellent verbal and written English communication skills.
• Strong interpersonal and relationship-building skills.
• Professional, friendly, and approachable personality.
• Excellent organizational and multitasking abilities.
• Comfortable handling challenging customer situations professionally and effectively.
• Strong problem-solving and follow-through skills.
• Comfortable working with workplace technology, communication platforms, and ticketing systems.
• Social media and digital communication savvy.
• Ability to build strong relationships with employees, customers, vendors, and business partners.
• Experience supporting workplace events, employee engagement programs, or office operations is a plus.