Workplace Services Specialist

Focus Partners Wealth•Needham, MA

9d•Onsite

About The Position

The Office Support Specialist supports day-to-day workplace operations in the Needham office and helps ensure a professional, efficient, welcoming, and well-maintained environment for associates, clients, and visitors. This on-site role combines workplace operations, facilities support, office services, hospitality, and executive administrative support for two senior advisors. The position applies standard procedures and sound judgment to complete moderately complex assignments, resolve routine service needs, support Workplace Services programs, and partner effectively with Workplace Services leadership, senior advisors, clients, site stakeholders, vendors, service providers, and peers across locations. The role is ideal for someone who enjoys being the visible on-site hub for the office while blending client service, office operations, hospitality, relationship management, and executive support for senior advisors in a collaborative, people-focused environment.

Requirements

High School diploma or equivalent.
2+ years of related experience in office support, administrative support, workplace services, hospitality, client service, or executive/advisor support.
Broad understanding of workplace, office, facilities, or building operations, with the ability to complete a range of assignments in resourceful and effective ways.
Professional, customer-focused communication style with associates, clients, visitors, vendors, and internal partners.
Strong organization, follow-through, attention to detail, communication, discretion, adaptability, multitasking, and ability to prioritize competing needs.
Proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, and PowerPoint.
Ability to coordinate client meetings, manage scheduling details, support administrative follow-through, and communicate effectively with clients, senior advisors, associates, vendors, and internal partners.

Nice To Haves

Experience in workplace services, office operations, facilities support, hospitality, reception, administrative support, executive support, advisor support, or a related customer-facing support role.
Exposure to safety, emergency preparedness, business continuity, or site-readiness activities.
Familiarity with vendor coordination, service request or ticketing workflows, workplace technology, building operations, workplace readiness, and shared workplace standards.

Responsibilities

Support daily office operations by maintaining reception areas, conference rooms, common spaces, kitchens, pantries, supply areas, and shared workspaces so they remain organized, stocked, professional, client-ready, and ready for daily use.
Serve as the primary on-site support contact for the Needham office by welcoming clients, visitors, and associates; providing phone coverage; supporting reception and administrative team needs; and delivering a positive office experience.
Provide executive administrative support to two senior advisors, including client meeting coordination, scheduling outreach and confirmations, calendar and meeting logistics, limited travel coordination, expense support, CRM updates, and routine administrative follow-through.
Support senior advisor client relationships by helping coordinate timely communication, meeting logistics, and a seamless client experience throughout the year.
Perform routine operational checks, monitor supplies, room readiness, basic equipment functionality, and ongoing office needs; resolve routine workplace service requests and escalate issues when appropriate.
Coordinate catering, conference room logistics, room readiness, and event support so meeting spaces are prepared, welcoming, stocked, and professionally maintained before and after client meetings and office events.
Support phone coverage and call-tree processes by answering or routing calls, following established procedures, and helping maintain accurate call-tree information as directed.
Assist with office moves, workspace set-ups, operational projects, shipping and mail services, scanning, scheduling support, and other administrative needs.
Prioritize work, adapt to changing needs, complete assignments reliably, identify office improvements, contribute to process improvements, and share best practices with colleagues across locations.
Support Workplace Services initiatives, office programs, and consistent delivery of workplace standards by communicating updates, reminders, and important information to office teams.
Coordinate vendor and facility services by partnering with building management, maintenance providers, delivery services, and other vendors; submitting and monitoring service requests or facility tickets; coordinating logistics and access; tracking requests to completion; and providing status updates.
Support safety, emergency preparedness, business continuity, and site readiness by assisting with safety initiatives, maintaining emergency supplies, postings, and readiness plans, and escalating concerns as needed.
Partner with Workplace Services leadership, site stakeholders, senior advisors, clients, vendors, service providers, and peers across locations to ensure a safe, well-supported, and consistently operated office environment.