Workplace Services Coordinator - NYC

Compass Group•New York, NY

14d•Onsite

About The Position

Rapport is a specialized division of FLIK Hospitality Group focused on all aspects of guest and employee services, meeting and event planning and conference center management. Distinct from recruitment agencies, we do not engage in temporary contracts. Our commitment is to foster long-term career development, allowing ambassadors to enjoy the comprehensive benefits of working directly with us. Rapport invests in all of its ambassadors, allowing them to attain their career aspirations. It starts with a warm welcome to our business, followed by an individual training and development program. You’ll be encouraged to become the very best you can be throughout your career here, and will be provided with the skills to step into your next big role. Becoming a Rapport ambassador means becoming part of a global community, collaborating with diverse talents, sharing ideas, and experiencing a workplace culture that extends beyond local boundaries. Your journey with us is more than just a job: it’s a meaningful career.

Requirements

2–4 years of experience in office management, corporate reception, or workplace hospitality, preferably in a professional services or financial services environment.
Exceptional interpersonal and communication skills with a client-first mindset.
Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
Proficiency in Microsoft Office Suite, Teams, and familiarity with visitor management or room booking platforms.
Excellent organizational skills, with the ability to prioritize tasks and juggle many tasks simultaneously.
Excellent oral and written communication skills.
Strong computer skills including Microsoft suite including Teams and knowledge of office technology/equipment.
Full knowledge of the conference center reservation system with Outlook Calendar.
Ability to work calmly and effectively in stressful situations.
Exceptional client service skills to exceed expectations.
Punctual, dependable and dedicated to achieving operational excellence, down to the smallest of details.
Discreet, ethical and committed to maintaining a high degree of confidentiality.
Excelling as a team member, with a passion for delivering the Platinum Service(R) standard and focused on total customer satisfaction.

Nice To Haves

EMS knowledge

Responsibilities

Ensure successful delivery of all services for meetings and conferences by coordinating with clients, vendors, and coworkers.
Monitor and respond to emails and Teams messages across a range of general inquiries, and keep NYO SharePoint FAQ content current and accurate.
Serve as the first point of contact for all guests, visitors, candidates, and employees, owning the full arrival experience from registration and security access to office tours.
Manage end-to-end meeting room bookings including confirmations, pre-event follow-up, and day-of coordination of A/V, food & beverage, room setup, and materials.
Oversee daily office operations including supply procurement, desk assignments, gym memberships, locker assignments, and incoming mail distribution.
Maintain the visitor calendar, coordinate with building security, and serve as the primary resource for remote and non-NY administrators requiring room management support.
Confer with internal clients before, during, and after events to ensure a seamless experience and resolve any last-minute needs with professionalism and urgency.
Perform daily opening procedures and maintain a consistently polished, presentation-ready office environment throughout the day.
Provide Wi-Fi access, office orientations, escort and tours to visitors and new employees, ensuring every guest feels welcomed and supported from arrival.
Perform Invoice processing and possess knowledge of AP related functions.