Workplace Experience Associate
16 days ago
New York
The Concierge / Client Experience Associate is a cross-functional, client-facing role responsible for supporting daily office operations and delivering an exceptional, white-glove experience to clients, guests, and internal teams. This position supports a single-floor office that regularly hosts senior leadership, high-profile clients, and royalty, requiring the highest level of professionalism, discretion, and hospitality. The role demands flexibility, adaptability, and a service-first mindset. The ideal candidate thrives in a fast-paced environment, enjoys variety in their daily responsibilities, and consistently goes above and beyond to anticipate and accommodate client and guest needs. Pay Rate: $25.00/hr Shift: 8:00am - 5:00pm; 8:30am -5:30pm; Monday - Friday Key Responsibilities Client & Guest Experience • Serve as a brand advocate and ambassador in every interaction with clients, guests, vendors, and employees, • Deliver a high-touch, hospitality-driven experience aligned with the expectations of senior and high-profile visitors, • Welcome and greet guests, vendors, and employees; answer questions and escort them to conference rooms or waiting areas, • Anticipate guest needs and respond promptly, professionally, and with discretion, • Hold doors for incoming clients and vendors as needed, • Register guests, issue visitor badges, and maintain strict adherence to building security protocols, • Provide in-house beverage service, including coffee upon request, • Maintain a pristine, professional Front of House reception area at all times Conference & Meeting Support • Set up, reset, and break down conference rooms before and after meetings, • Manage and monitor client and conference rooms during meetings, including cleanliness and readiness, • Assist with meeting and conference room scheduling and maintain internal tracking tools, • Support catering logistics, including assisting with setup, delivery, and service for meetings Office Operations & Facilities Support • Replenish supplies in pantries, conference rooms, and client offices, • Assist with submitting work orders via Building Engines for office-related issues and visitor access, • Open and close work areas at scheduled times, ensuring full operational readiness, • Track, order, and restock office supplies, snacks, beverages, and stationery, • Assist with printing and basic IT support requests Administrative & Project Support • Draft proposals and support documentation as needed, • Assist with invoicing, reporting, filing projects, and form completion, • Prepare shipping labels and coordinate FedEx packages, • Assist with ordering business cards, • Coordinate birthday cards, retirement gifts, and other employee recognition items, • Support desk reservations and seating coordination during peak office periods Communication & Process Improvement • Answer incoming phone calls professionally and route to appropriate parties, • Screen calls and direct messages to ensure timely and accurate communication, • Maintain a high level of communication with all levels of staff, clients, and stakeholders, • Create and update procedures and protocols, • Identify opportunities to improve service delivery, efficiency, and overall client experience Additional Responsibilities • Assist with ordering lunches for internal and external meetings, • Perform ad hoc administrative and office support duties as assigned, • Support additional tasks and projects as determined by management Qualifications & Attributes • Exceptional customer service and hospitality skills, • Ability to operate with discretion, professionalism, and confidentiality, • Strong organizational and multitasking abilities, • Flexible, adaptable, and comfortable managing changing priorities, • Professional appearance and demeanor at all times, • Proactive, dependable, and detail-oriented The ideal candidate: • Appreciates variety in daily work operations, • Is highly service-oriented and consistently goes above and beyond to meet client needs, • Demonstrates a strong commitment to delivering an elevated, hospitality-focused experience, • Thrives in a cross-functional environment requiring flexibility and adaptability, • Is comfortable supporting high-profile individuals and maintaining the highest service standards