Lead Workplace Services Coordinator

Lead Workplace Services Coordinator

As the Lead Workplace Services Coordinator, you will own front-of-house operations for the Executive Suite, ensuring every visitor, caller, and employee receives a seamless, high-touch experience. Reporting to the Associate Director, Workplace Services, you will coordinate reception, switchboard, help-desk, and conferencing functions while providing administrative support to the broader Workplace Services team and executive leadership. Acting as the primary point of contact for complex service requests, you will uphold service standards, drive continuous improvement, and maintain operational readinesseven during staff absences or critical site events.

Your leadership, customer-centric approach, and proficiency with scheduling and conferencing tools will keep day-to-day operations running efficiently and elevate the overall workplace experience. This role is ideal for a highly organized professional who excels in fast-paced environments and enjoys delivering an outstanding service.

A typical day includes the following:

• Serve as the primary point of contact at the Executive Suite reception, greeting visitors and handling guest interactions
• Operate the reception desk, handling switchboard calls, front-desk tasks, and help-desk inquiries
• Act as the primary escalation point for complex service issues, resolving them quickly or routing them to the appropriate parties
• Implement and supervise processes that improve efficiency, service quality, and front-of-house readiness
• Provide calendar management, travel coordination, and administrative support to Workplace Services leadership
• Assist the Associate Director with planning and executing executive meetings, town halls, and corporate events, including room bookings, A/V setups, and on-site support to ensure magnificent conference and meeting experiences
• Support Board of Directors meetings by coordinating conference-room setup and catering; manage food presentation, post-meeting cleanup, and timely room reset
• Handle ordering and inventory of kitchen and office supplies to ensure consistent availability
• Prepare beverages, including coffee, for staff and meetings

This job might be for you if you:

• Take pride in delivering outstanding customer service and creating welcoming guest experiences
• Excel at balancing multiple priorities and remaining calm under pressure in a complex environment
• Enjoy identifying process gaps and driving continuous improvement in workplace services
• Communicate clearly and professionally with executives, colleagues, and external partners
• Are highly organized, meticulous, and proactive in anticipating needs
• Feel comfortable stepping in as a flexible teammate to cover conferencing services or emergency response situations

In order to be considered for this role, you must have:

• Bachelor's degree and 5+ years of validated experience in reception, administration, or workplace services (executive support or supervisory experience is a plus)
• Confirmed expertise with Microsoft Office, Outlook/Exchange calendaring, and room-booking/conferencing systems
• Valid driver's license recognized by the State of New York, a clear driving record, and willingness to follow company fleet-safety requirements