The Workplace Resources Associate is the first point of contact for employees, visitors, and vendors at the site. This role ensures the smooth operation of front desk functions—including mail, reception, and vendor coordination—while also contributing to workplace engagement by supporting events and community initiatives. Additionally, the Workplace Resources Associate provides backup coverage for the Facility Coordinator when needed, including coordinating vendors for urgent repairs and maintenance.This position is responsible for handling the distribution of paper and electronic mail and packages in a way which allows associates and customers to have timely access to business documents and increase their ability to fulfill clients’ expectations. Ensure incoming mail items and office supplies are distributed to intended recipients/destinations, and facilitate outgoing mail delivery in order to expedite completion of business functions. Responsible for scanning, auditing and purging files. The Workplace Resources Associate will also assist other departments with various tasks when necessary.
Reception & Front Desk Operations
• Greet and direct visitors, employees, and vendors with professionalism.
• Answer and route incoming calls; manage voicemail and general inquiries.
• Process incoming/outgoing mail, courier deliveries, and packages.
• Maintain a neat, welcoming reception and lobby area.
Facilities Coordinator & Vendor Support
• Assist facilities coordinator with daily site operations (conference room upkeep, coffee/water service, supplies).
• Call and coordinate with vendors for urgent facility issues (e.g., plumbing, HVAC, cleaning) when the Facility Manager is unavailable.
• Log and track maintenance service calls and escalate issues appropriately.
• Support workplace safety and compliance procedures.
Event & Community Engagement
• Assist in planning and coordinating onsite employee events, celebrations, and wellness activities.
• Support logistics for all-hands meetings, site-wide gatherings, and recognition programs.
• Help manage internal communication tools (bulletin boards, signage, newsletters) to keep employees informed of upcoming events.
• Collect feedback from employees on workplace programs and events.
Administrative & Operational Support
• File and organize key site documents (e.g., commercial bond apps, expense submissions).
• Process daily/weekly administrative tasks such as invoices, check requests, and supply orders.
• Support employee seating requests, conference room bookings, and visitor access management.
• Provide general backup assistance to the Facilities team on projects and initiatives.
Qualifications
• 2–4 years of experience in reception, administrative support, or facilities operations.
• Strong interpersonal and customer service skills with a professional demeanor.
• Excellent organizational and multitasking ability.
• Comfort with handling vendor coordination and urgent building issues.
• Basic event planning or coordination experience preferred.
• Proficiency with Microsoft Office Suite and workplace systems.
