What are the responsibilities and job description for the Workplace Operations Coordinator position at Infotree Service Inc.?
Job Details
Role: Workplace Operations Coordinator
Location: New York, NY
Duration: 12 Months
Job Description:
The Workplace Operations Coordinator will assist in facilitating the daily operations of an ongoing delightful experience for all employees. They will provide consistent workplace related operational support and assist in maintaining an inclusive and safe environment for client s employees.
About You
You are an individual who possesses a strong ability to successfully prioritize and execute tasks/duties as assigned in alignment with the overall goals of the team. You have a growth mindset and know how to stay self-motivated and demonstrate a positive attitude. You feel empowered to take initiative and lead from your seat. You consistently demonstrate strong verbal and written communication skills.
Reception & Admin:
- Greeting and hospitality for all those coming into the NYC office
- Keep an upbeat demeanor and greet every employee and guest as they arrive - you are the first and last point of contact
- Receive, troubleshoot, resource, and resolve all incoming employee/guests questions or concerns. Redirect non-WPO requests to the correct teams
- Represent Company s culture in the reception area by stocking candy stations daily, maintain the appearance of the front desk and lobby area and manage music
- External guest registration and check-in
- Manage guest pre-registration and in-person check in
- Access control and badging support
- Partner with our Access Control team with badge printing and guest pass distribution and tracking
- Coordinate with building management for requesting building access requests
- Calendar admin
- Manage the NYC office facilities and security calendar to ensure all scheduled events, vendor visits, and guests are up-to-date
- Assist with general conference room bookings
- Office supply inventory
- Monitor and maintain our printer station office supplies
- Coordinate with the Workplace Operations Specialist to place new orders when inventory is low
- Manage incoming and outgoing mail/shipment process within the all workplaces
- Work through and respond to Zendesk tickets for the NYC office and perform the necessary task to satisfy general Workplace inquiries; escalate incidents and maintenance requests when necessary
- Work with the Workplace Operations Specialist to coordinate and execute in-office events
- Manage our in-office event space calendar, supporting EBPs and other TMs with booking space and arranging event logistics
- Maintain clear and consistent communication while providing cross functional support to HR, Recruiting, Development, Real Estate, Construction and Physical Security
- Support all Workplace Operations leadership with additional duties as necessary
Food & Beverage Program Support
- Grubhub Lunch Program
- Monitor our internal communication channels to add new employees and guests to our Grubhub account
- Act as the main POC for incoming delivery calls (5x calls daily at lunchtime)
- Receive the deliveries and work with our day porters to neatly present the individually packaged meals in our cafeteria
- Quality control/review lunch orders and checking against Grubhub order forms
- Contact GH for any discrepancies in orders, delays in deliveries, and triage issues when flagged by employees
- Instacart Snack Program
- Partner with the Workplace Operations Specialist to ensure our pantries are fully stocked and closets organized.
- Place and receive delivery calls for snack orders via Instacart (2-3 deliveries/week)
- Work in tandem with our day porters to receive the deliveries at the loading dock, bringing the orders up to company floors
- Distribute orders in the 2nd and 3rd floor storage rooms
- Quality control/review orders and checking against IC order forms
- Coordinate with the Workplace Operations Specialist for any issues with orders and connecting with IC support for resolution
Building Management Communication
- Act as the main POC for the following coordination with Building Management:
- Receive calls from the building security team to grant clearance for guests, unregistered TMs, and vendor access
- Coordinate and pre-register access for guest and vendor visits via building management s support portal
- Receive calls/texts from the building mailroom attendant (questions on addressees, scheduling carrier pickups, etc.)
Experience & Skills
- Be aligned with Company s Core values: Make it Happen, Uplift Others and Be Yourself
- A passion for facilitating an overall positive employee experience through ongoing operational support
- 2 years of customer service experience
- 1 years in Workplace related experience
- Possess the ability to remain agile and multi-task effectively in a fast paced environment
- A passion for fostering an overall positive employee experience through ongoing operational support
- Strong interpersonal and communication skills, with the ability to build relationships across departments, work collaboratively, and manage conflict constructively
- Capable of prioritizing tasks/duties as assigned and delegating tasks as needed
Employers have access to artificial intelligence language tools (“AI”) that help generate and enhance job descriptions and AI may have been used to create this description. The position description has been reviewed for accuracy and Dice believes it to correctly reflect the job opportunity.
