Workplace Services Hospitality Specialist

Squarespace•New York, NY

7h•Onsite

About The Position

The Workplace Services (WPS) Hospitality Specialist plays a critical role in delivering an exceptional workplace experience at our New York headquarters. This position supports and oversees hospitality operations, food and beverage programming, agile space program management, workplace events, vendor management, and office administration. In this role, no two days are the same. You’ll combine diligence, creativity, and operational expertise to execute complex plans, strengthen vendor partnerships, improve systems, and foster a welcoming, high-performing office culture. You will leverage workplace data and employee feedback to evolve our service offerings. This is a highly visible, hands-on role requiring strong ownership, sound judgment, and a hospitality-first mindset. This role will be in-office 4 days a week.

Requirements

3–5 years of experience in workplace services, hospitality, facilities, or office management.
Proven ability to manage multiple priorities while maintaining exceptional attention to detail.
Experience managing operating budget and performing quarterly financial reconciliations.
Demonstrated success working independently with strong initiative and sound judgment.
Experience leading negotiations and managing external vendor relationships.
Strong planning and project management skills with consistent, efficient execution.
Excellent interpersonal, written, and verbal communication skills; able to navigate policy enforcement and employee requests with professionalism and courtesy.
Proficiency in Google Workspace required.
Working knowledge of commercial office operations, food service, access control, cost controls, hospitality environments, and sustainability best practices.
Ability to lift 25–50 lbs, use a ladder, and remain on your feet for extended periods during events or projects.
You take full accountability for the functionality, organization, and overall experience of the office.
You consistently deliver detailed, high-quality work with minimal oversight.
You build strong cross-functional relationships with IT, HR, and Security to ensure a unified employee experience.
You anticipate needs before they arise and solve problems before they escalate.
You improve systems and processes rather than simply maintaining them.
You embody professionalism, warmth, and creativity. You don’t just manage a space, you curate an environment where employees feel energized and supported.

Nice To Haves

Experience with Atlassian (Jira/Service Desk), Slack, OfficeSpace, Looker or Envoy is a plus.

Responsibilities

Develop and maintain a scalable Workplace Events Playbook to standardize service level and streamline stakeholder expectations.
Own and facilitate the centralized workplace event queue, prioritizing requests, setting timelines, and ensuring clear stakeholder communication from intake to completion.
Lead the full event lifecycle for internal and external events, including discovery, scoping, budgeting, vendor sourcing, logistics planning, onsite execution, teardown, and post-event review.
Develop detailed run-of-show documents, floor plans, staffing plans, and vendor timelines to ensure seamless execution.
Assist with event budgets, track expenses, and reconcile vendor invoices to ensure cost-effective delivery without compromising quality.
Coordinate space planning, catering, security, janitorial services, A/V, and facilities support for meetings, activations, and large-scale company events.
Proactively identify event risks, troubleshoot real-time challenges, and implement contingency plans as needed.
Analyze post-event feedback, share the findings, and incorporate insights into future planning and operational performance to continuously improve event processes, documentation, and vendor outcomes.
Balance multiple concurrent events while maintaining exceptional attention to detail and service standards.
Assist in managing the daily operations of the NYC food and beverage program, ensuring quality, variety, cost efficiency, and strong vendor performance.
Lead relationships and negotiations with existing and new vendors across catering, mail, visitor management, room booking, kitchen equipment, maintenance, and software.
Monitor vendor performance, ensure contract compliance, and identify opportunities for service improvement or cost optimization.
Partner closely with the Facilities Manager to coordinate maintenance, space planning, office moves, and internal branding/signage.
Support health and safety standards, including fire warden coordination and maintaining first aid/safety supplies.
Manage hospitality budget tracking, invoice processing, and vendor expense reconciliation.
Maintain documentation across shared drives, internal hubs, and workplace systems.
Draft and distribute company-wide communications related to building updates, events, and facilities messaging.
Oversee mail operations and related logistics.
Manage the company’s Dog Program, including policy adherence, registration systems, and coordination with contracted staff.
Support and help oversee the Agile Space Program, ensuring operational consistency and high service standards across all flexible office locations.
Manage vendor contracts and service agreements for agile workspaces, including renewals, scope changes, performance tracking, and cost controls.
Monitor utilization, occupancy trends, and contract performance to recommend adjustments that optimize cost efficiency and employee experience.
Maintain accurate records of contracts, invoices, and program documentation across systems and shared drives.