Workplace Exp Coordinator - New York

Aston Carter•New York, NY

1d•$25 - $26•Onsite

About The Position

The Front Desk Concierge / Workplace Experience Coordinator delivers a world-class, hospitality-driven experience for employees, clients, and visitors in a high-visibility corporate office in Midtown New York City. This in-person role serves as the first point of contact at the front desk, manages day-to-day workplace services, and helps create a polished, seamless, and professional environment. The position combines concierge-style service, administrative support, and facilities coordination to ensure the workplace runs smoothly and leaves a positive, lasting impression on everyone who enters.

Requirements

Exceptional customer service and interpersonal skills, with a strong focus on hospitality and professionalism.
Strong organizational and multitasking abilities, with the capacity to manage multiple priorities at a busy front desk.
Professional presence and clear, confident communication skills, both in person and over the phone.
Ability to remain calm, composed, and solution-oriented in a fast-paced, high-visibility environment.
High attention to detail in managing visitor processes, meeting room readiness, and workplace standards.
Proactive mindset with strong follow-through to ensure tasks are completed accurately and on time.
Ability to follow established work routines, standards, and procedures while maintaining consistent service quality.
Effective communication skills to exchange straightforward information and respond to inquiries and requests.
Working knowledge of Microsoft Office applications, including Outlook, Teams, Word, and Excel.
Experience using calendar and room booking systems to manage meetings and space utilization.
2+ years of experience in a front desk, hospitality, or customer-facing role.
High school diploma or GED.

Nice To Haves

Experience in a hospitality or hotel front desk/reception role.
Experience in a corporate office, workplace services, or facilities support environment.
Event coordination or meeting support experience, including logistics, setup, and vendor coordination.
Familiarity with concierge-style service delivery and creating a “white glove” experience.
Associate or bachelor’s degree is preferred.
Strong organizational skills combined with an inquisitive mindset and a desire to continuously improve the workplace experience.
Experience with visitor management or scheduling systems and tools.

Responsibilities

Greet and welcome employees, clients, and guests with a professional, friendly, and polished demeanor.
Serve as the first point of contact for all individuals entering the facility, issuing visitor and parking passes and following established security protocols.
Manage front desk operations, including sign-in procedures, visitor management, and handling incoming calls and emails in a professional manner.
Coordinate meeting room bookings, ensuring accurate scheduling, room setup, and readiness for meetings and events.
Perform daily workplace checks to confirm cleanliness, organization, adequate supplies, and proper catering setup throughout the office.
Handle service requests and manage janitorial or maintenance work orders, partnering with facilities and building management to resolve issues promptly.
Support on-site events and meetings by securing event space, coordinating logistics, arranging setup and tear down, and ensuring timely delivery of supplies.
Arrange and confirm recreational, dining, and business activities on behalf of employees, clients, or visitors as requested.
Manage workplace services such as mail handling, office supply services, and onboarding support for new employees.
Acknowledge and respond to inquiries or complaints from employees, guests, and co-workers, providing solutions in a professional, customer service–driven manner.
Create a seamless, “white glove” experience for all visitors and stakeholders, anticipating needs and proactively offering assistance.
Coordinate with vendors who supply services or goods to the workplace, including catering providers and building management.
Follow property-specific security and emergency procedures and promptly notify appropriate parties to help ensure the safety of all individuals in the building.
Prepare basic presentations and, when needed, speak to groups of varying sizes in a clear and professional manner.
Explain detailed or complex information to team members and follow specific directions and established procedures.
Use existing processes and guidelines to solve straightforward problems, exercising sound judgment within defined parameters.
Collaborate closely with the Workplace Experience and Facilities team, office leadership, and other internal stakeholders to support a consistent, high-quality workplace experience.