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Workplace Coordinator

Workplace Coordinator

turner townsendNew York, NY

yesterday

$80-90k per year

Secretaries and Administrative Assistants, Except Legal, Medical, and ExecutiveOffice and Administrative Support Workers, All OtherOffice Clerks, General
Facilities Support ServicesCorporate, Subsidiary, and Regional Managing OfficesNonresidential Property Managers
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Workplace Coordinator We are seeking a highly personable, proactive, and detail-oriented Workplace Coordinator to oversee the day-to-day experience of our New York office. This role blends front-of-house hospitality, office management, and administrative support to leadership, with a strong focus on supporting client-facing excellence. Reporting to the Client Services team, this position plays a key role in ensuring the office environment reflects our brand, supports client engagement, and operates seamlessly.
Key duties and responsibilities
Front-of-House & Hospitality:
  • Serve as the first point of contact, welcoming and hosting clients, guests, and employees with professionalism and warmth.
  • Maintain a polished, welcoming, and client-ready office environment.
  • Coordinate meeting room setup and ensure spaces are prepared for internal and client-facing meetings.
  • Oversee catering, refreshments, and hospitality services for meetings, events, and client visits.
  • Anticipate workplace and guest needs to deliver an exceptional employee and client experience.
  • Office & Facilities Management
  • Own the coordination and execution of office facilities maintenance (vendors, repairs, cleanliness, organization)
  • Ensure office upkeep, including kitchen, meeting rooms, common areas, and executive offices: Kitchen area duties:
  • Load and empty dishwasher as required
  • Wipe down counters throughout the day, as required
  • Maintain pantry inventory, including but not limited to: Coffee, tea, cups, mugs, snacks, paper goods, etc.
  • Ensure all beverage machines are equipped and operational at all times
  • Manage inventory of milk - remove and replace any expired items. Ensure all employee items are labeled with their names and dates. Any items left for over a week must be thrown out on a weekly basis.
  • Manage inventory for closet office, kitchen, and restroom supplies
  • Liaise with building management and service providers on any maintenance items
  • Maintain cleanliness standards and overall presentation throughout the office
  • Administrative Support
  • Provide administrative as approved by line management. This may include (scheduling meetings, coordinating travel, PO creation and expense reports).Manage conference room operations, including by not limited to, schedule coordination, set-up, supplies, etc.
  • Support internal preparation and logistics for client meetings, pitches, and events
  • Operations & Coordination
  • Manage mail, deliveries, office logistics, conference room scheduling, and meeting space utilization.
  • Coordinate Day One onboarding, ensuring a seamless new hire experience.
  • Prepare workstations, technology access, ID badges, building credentials, and office supplies for new employees.
  • Conduct office orientations, workplace tours, and introductions to key personnel.
  • Partner with Human Resources, IT, and hiring managers to complete onboarding requirements before start dates.
  • Serve as the primary contact for new hire office-related questions and support throughout onboarding.
  • Maintain office security, including visitor registration, access badges, and guest management procedures.
  • Support internal events, employee engagement programs, team activities, and culture initiatives.
  • Drive improvements to office operations, workplace processes, and the overall employee and client experience.
  • Support health, safety, and emergency preparedness procedures in collaboration with building management and internal stakeholders.
Qualifications:
  • Bachelor's degree preferred, or equivalent combination of education and relevant work experience 3+ years of experience in workplace coordination, office management, facilities management, executive support, hospitality, or a related field
  • Exceptional customer service and interpersonal skills with a professional, polished demeanor
  • Strong organizational and multitasking abilities, with the ability to prioritize competing demands in a fast-paced environment
  • Demonstrated ability to work independently, exercise sound judgment, and maintain confidentiality
  • Excellent verbal and written communication skills
  • High attention to detail and commitment to delivering a best-in-class workplace and guest experience
  • Proactive, solution-oriented mindset with the ability to anticipate needs and resolve issues efficiently
  • Experience coordinating vendors, facilities services, office maintenance, and workplace operations
  • Ability to lift and move office supplies, packages, and catering deliveries up to 25 lbs. as needed
  • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)
  • Experience with Microsoft Dynamics 365 or similar ERP/business management systems preferred
  • Experience with calendar management and meeting scheduling platforms such as Outlook
  • Familiarity with expense reporting, purchase order creation, and invoice processing
  • Experience using visitor management, room reservation, and workplace management systems is a plus
Additional Information: As part of this role, you will be expected to provide front desk coverage and maintain an in-office presence Monday through Friday, from 8:30 a.m. to 5:30 pm. SOX control responsibilities may be part of this role, which are to be adhered to where applicable. The salary range for this full-time role is $80-90k per year. Ranges are determined by role and level and represent a good faith effort to provide a fair and equitable salary. This range is a reflection of base salary only, not of a total compensation package.
Please note: Turner & Townsend reserves the right to pay more or less than the posted range, depending on candidate's experience and qualifications. Our inspired people share our vision and mission. We provide a great place to work, where each person has the opportunity and voice to affect change. We want our people to succeed both in work and life. To support this we promote a healthy, productive and flexible working environment that respects work-life balance. Turner & Townsend is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and actively encourage applications from all sectors of the community.

Also on the board Same function, level within a rung

Level

Senior

Salary

$80-90k per year

Location

New York, NY

Occupation

Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

Industry

Facilities Support Services

Posted

yesterday

Apply for this role (opens in a new tab)