Workplace Operations Associate (New York)
The Workplace Operations Associate is responsible for ensuring a welcoming and efficient office environment by managing guest services, office coordination, vendor communication, and event support in a busy New York City office. This role requires proactive problem-solving and strong organizational skills to maintain smooth daily operations, support workplace facilities, and enhance employee and visitor experiences through effective administrative and hospitality functions.
About Careertakes
👉 Important disclosure: Careertakes is a third-party recruiting platform supporting this hiring process. If selected, you will be employed directly by our client, Admin.
Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.
Position Overview
The Workplace Operations Associate will be the primary front‑line ambassador for a busy Manhattan office, providing guest services, workplace support, and operational coordination to ensure a safe, efficient, and welcoming environment. This is a full‑time, onsite, 6‑month contract role (Monday–Friday, 8:00 a.m.–5:00 p.m.) based in Manhattan, NY.
Key Responsibilities
- Welcome employees, candidates, clients, and visitors with professionalism and a service mindset.
- Manage visitor check‑in, issue badges, and notify internal hosts to ensure a smooth guest experience.
- Field general inquiries and coordinate incoming/outgoing mail and package deliveries.
- Perform daily walkthroughs of reception areas, conference rooms, kitchenettes, and common spaces to ensure they are clean, stocked, and organized.
- Respond to workplace and facilities requests, including room reservation support and supply needs.
- Escalate building/facilities issues to workplace or facilities leads when appropriate.
- Monitor and organize inventory for office supplies, coffee, beverages, snacks, and other essentials.
- Coordinate restock orders with attention to accuracy, timing, and budget.
- Support planning, setup, and execution of team lunches, company socials, and department events.
- Coordinate conference room schedules, catering setups, meeting logistics, and AV readiness.
- Liaise with external vendors: catering, janitorial, plant maintenance, and building management.
- Assist the Regional Workplace Manager with admin tasks (badge access updates, basic invoice handling, directory maintenance).
- Maintain accurate visitor records, building safety logs, and emergency contact lists.
Required Qualifications
- Minimum 1 year experience in customer service, hospitality, retail, front‑desk administration, or workplace operations.
- Strong verbal and written communication with a professional, service‑oriented approach.
- Ability to prioritize, adapt to changing needs, and maintain attention to detail in a fast‑paced environment.
- Proficiency with Google Workspace or Microsoft 365 and Slack (or similar communication tools).
- Proactive, resourceful, dependable, and customer‑focused.
- Interest in creating welcoming, efficient workplace experiences.
Preferred Skills & Experience
- 1–2 years in hospitality, office administration, facilities coordination, or workplace operations.
- Bachelor’s degree or equivalent practical experience.
- Experience with visitor management systems, ticketing platforms, or badge access systems.
- Experience coordinating vendors, events, catering, meeting logistics, and inventory.
- Familiarity with Outlook, Word, Excel, Teams, and other productivity tools.
- Strong interpersonal skills and ability to interact effectively with employees, executives, guests, and vendors.
Compensation & Schedule
- Pay range: $24.14–$31.05 per hour.
- Work schedule: Full‑time, onsite, Monday–Friday, 8:00 a.m.–5:00 p.m.
- Length: 6‑month contract (hourly; benefits eligibility subject to assignment type and applicable law).
Benefits & Additional Information
- Eligible employees may have access to medical, dental, vision, PTO, paid holidays, and other programs subject to eligibility. (If this is a contract assignment: benefits may not be provided unless required by law.)
- Work authorization: no sponsorship available at this time.
- Confidential Client and Careertakes consider applications from qualified candidates with prior arrests or convictions in accordance with applicable law.
Equal Opportunity & Hiring Transparency
Careertakes and our client are Equal Opportunity Employers committed to building a diverse and inclusive workforce. We prohibit discrimination or harassment of any kind. To support a fair and efficient hiring process, AI tools may be used to assist with application review or resume screening. These tools do not replace human decision-making. Final hiring decisions are made by people.
If you have questions about how your data is used, please contact us directly.
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