Workplace Operations Associate

Hours:

8:00 AM – 5:00 PM – Overtime w/o notice at times.
Under the direction of the Office Manager, the Workplace Operations Associate is a highly visible in‑office position that supports the execution of day‑to‑day processes and procedures of CA New York Office Services – Reception, Catering, Operations, and Facilities. The primary objective is to ensure that our colleagues experience no impediments to their day‑to‑day productivity and that both internal and external clients receive best‑in‑class customer service.

• Deliver professional front desk assistance, including a warm welcome for clients, efficient call routing to appropriate team members, accurate message taking, and concierge services.
• Fulfill requests and resolve incidents reported in the Service Portal.
• Ensure that all visitors are registered in the building security system and notified upon completion of the process.
• Enter work orders and liaise with building management and staff.
• Act as safety advisor.
• Respond to internal and external client requests in a timely manner.
• Coordinate catering, including placing orders and handling food set‑ups for all meetings and events.
• Maintain the appearance and function of the space.
• Remediate minor damage and disrepair; report significant problems to the Office Manager.
• Update and maintain the New York City Workplace Operations CA Home page, including routine updates of relevant department information.
• Set up conference rooms, including audio/video equipment checks and furniture configuration as requested; return to default configuration at conclusion of meetings.
• Order and stock kitchen supplies in all pantries; maintain appearance of pantries and catering kitchens, including unloading the dishwasher and wiping countertops.
• Manage CA New York City’s access to internal accounts such as S2, Everbridge, and Fed‑Ex, including creating new accounts and disabling inactive ones.
• Maintain shred bins, ensuring they are locked at all times and that the removal schedule is adhered to.
• Provide support to onsite IT staff regarding the procurement of supplies and equipment and help them resolve minor client technology issues.
• Purchase and maintain office supplies and inventory.
• Prepare new‑hire welcome packets and deliver new‑hire office orientations.
• Maintain an accurate database of current vendors, including up‑to‑date contact information.
• Coordinate after‑hours service and maintenance schedule.
• Assist with ad‑hoc projects as needed.
• Fulfill requests for print jobs, ensuring that they are completed accurately.
• Monitor the operation of copiers and equipment, troubleshoot as necessary, remediate or place service calls.
• Process incoming and outgoing mail, overnight deliveries, and faxes.
• Maintain open lines of communication with staff and report equipment outages and backlogs.
• Manage firm stationery inventory and procurement.

• Associate’s degree preferred and/or 1–3 years of related work experience.
• Availability to work overtime with little or no notice.
• Proficiency with Adobe Acrobat and Microsoft Office Suite (Outlook, Excel, and Teams).
• Ability to appropriately prioritize work and meet deadlines while delivering high‑quality outcomes.
• Ability to learn quickly and adapt to new challenges.
• Punctual and reliable.
• Strong commitment to customer service.
• Professional demeanor.
• Ability to work well under pressure.
• Discretion with highly confidential and sensitive information.
• Must be able to lift heavy boxes.
• Willingness to interact in a team environment.

Base salary range for this role:
Pay Range Minimum: $57,700;
Pay Range Maximum: $75,000. In addition to the listed salary range, this position is eligible for an annual performance‑based bonus and a comprehensive, competitive benefits package. Actual placement within the stated salary range will be determined based on factors such as skills, experience, and qualifications, as well as internal equity.

The firm is committed to the concept and practice of equal employment opportunity and will not discriminate against any employee or applicant on the basis of race, color, religion, age, sex, national origin, sexual orientation, gender identity, disability, or veteran status. It is expected that all employees will follow a similar policy toward their co‑workers.