Workplace Experience Specialist

Location: New York

Job Title Workplace Experience Specialist

Job Description Summary The Workplace Experience Specialist serves as the first point of contact for employees, clients, and visitors, delivering an exceptional guest experience while supporting day-to-day office operations. This role is responsible for reception services, workplace coordination, conference room management, administrative support, and maintaining a professional, welcoming office environment.

Job Description Guest Experience & Reception Serve as the primary ambassador for the office by providing a warm, welcoming, and professional experience for all visitors and employees.

Monitor lobby activity and security cameras to anticipate and prepare for guest arrivals.

Anticipate and greet guests upon arrival and assist with visitor needs, including beverages, refreshments, Wi-Fi access, restroom locations, coat storage, and conference room way finding.

Notify hosts promptly of guest arrivals via phone, email, or Microsoft Teams and confirm guest pickup.

Maintain a consistent and visible presence at the reception desk and provide flexible coverage as required.

Liaise with The Aurelian Club regarding employee membership additions, removals, and related inquiries.

Coordinate with The Aurelian Club on off-site event requests and arrangements.

Visitor & Security Management Manage visitor registrations within the building access system, ensuring all required information is accurately recorded.

Verify and coordinate walk-in visitor access with building security and the appropriate employee host.

Process guest lists and bulk registrations for meetings, events, and large group visits.

Escalate and communicate high-profile guest visits, client meetings, and special events to management.

Collaborate closely with building management and security teams to ensure a safe and seamless visitor experience.

Communications & Administrative Support Professionally answer and direct incoming front desk calls to appropriate employees and departments.

Respond to inquiries promptly and maintain clear communication with internal teams to support urgent requests.

Record detailed information for prospective clients and "New Business" inquiries and route accordingly.

Manage shared inbox requests and respond accurately and efficiently.

Schedule meetings, calendar invitations, reminders, and event bookings as requested by various departments.

Conference Room & Meeting Management Coordinate conference room reservations and provide guidance on room availability and suitability.

Gather meeting requirements, including attendee counts, room setup needs, catering, and technology requirements.

Communicate special requests and meeting details to relevant support teams in advance.

Assist employees and visitors with conference room locations and way finding.

Proactively review room calendars to identify scheduling conflicts and implement appropriate solutions.

Ensure effective utilization of meeting spaces by addressing unapproved room usage professionally and respectfully while offering alternative accommodations when available.

Workplace Operations & Office Management Support employee service requests, including  creation, replacement, deactivation, and gym access waiver management.

Maintain office seating plans and assist employees and visitors in locating work spaces, offices, and conference rooms.

Ensure reception, visitor-facing areas, and beverage stations remain organized, clean, and presentation-ready at all times.

Manage inventory levels for office supplies, branded materials, stationery, client gifts, and workplace essentials.

Coordinate ordering, receipt, storage, and distribution of office and event-related supplies.

Process invoices, maintain accurate records, and submit documentation to Accounting and approving managers.

Coordinate vendor access by distributing Certificates of Insurance (COIs) and facilitating building approval processes.

Manage employee business card requests and production.

Maintain and update office floor plans, seating assignments, and occupancy records for employee onboarding and departures.

Partner with workplace and facilities teams to support office events and special projects.

Coordinate with print and copy service providers to meet office printing and supply requirements.

Build effective working relationships with Executive Leadership and C-Suite stakeholders, providing responsive support as needed.

Perform additional administrative and workplace-related duties as assigned.

Key Competencies Exceptional…