Administrative Specialist

AllSTEM Connections; New York (NY); On-site; USD 52,000 - 68,000; Full time

Job summary

AllSTEM Connections in New York City is seeking a dynamic Workplace Operations Associate to be the face and heartbeat of our office. You’ll greet guests with warmth, manage front-desk flow, and ensure spaces are pristine, stocked, and humming smoothly.

From coordinating meeting rooms and catering to coordinating vendors and events, you’ll help create an energetic, welcoming environment where employees and visitors feel valued and supported every day.

Qualifications

• Bachelor’s degree or equivalent practical experience preferred.
• Strong hospitality mindset with excellent communication.
• Tech-fluent with Google Workspace or Microsoft 365.
• Detail-oriented, organized, and proactive.
• Ability to multitask in a fast-paced environment.

Responsibilities

• Welcome employees, candidates, and clients with warmth and professionalism.
• Manage front desk, calls, mail, and visitor badges.
• Ensure meeting rooms, kitchens, and common spaces are tidy and stocked.
• Coordinate catering, AV readiness, and vendor communications.
• Support the Regional Workplace Manager with administrative tasks.

Skills

Customer service

Hospitality mindset

Communication skills

Tech-fluent

Organizational skills

Proactive attitude

Education

Bachelor’s degree or equivalent

Tools

Google Workspace

Microsoft 365

Job description

We are looking for a culture-crafter, problem-solver, and hospitality enthusiast to serve as the ultimate face and operational heartbeat of our NYC office. If you thrive on high energy, love bringing people together, and get genuine satisfaction out of turning everyday office logistics into seamless, delightful experiences—this is your stage.

As our Workplace Operations Associate, you won’t just manage a front desk; you’ll shape the daily vibe of our workplace. From greeting guests like VIPs to keeping our spaces pristine, fully stocked, and humming smoothly, you’ll be the go-to person who keeps our team happy, connected, and operating at their best.

How You’ll Make an Impact

1. Chief Host & First Impression Master

• Set the Tone: Welcome employees, candidates, and clients with genuine warmth and enthusiasm—making everyone who walks through our doors feel instant hospitality.
• Guest Experience: Run a smooth check-in process, issue visitor badges, and seamlessly notify internal hosts so meetings start without a hitch.
• Hub Communication: Manage the flow of daily calls, general inquiries, and the wild world of incoming/outgoing mail and package deliveries with speed and care.

2. Keeping the Office Engine Humming

• Vibe Checks & Walkthroughs: Perform energetic daily walkthroughs across reception, meeting rooms, kitchenettes, and common spaces to keep everything immaculate, organized, and inviting.
• Triage & Resolve: Tackle daily facilities and reception requests head‑on—solving room reservation mix-ups, refilling supplies, or escalating complex building issues to facilities leads before anyone loses steam.
• Snack & Supply Maestro: Keep inventory tightly organized, maintaining budget‑conscious restock orders for office supplies, paper goods, and all essential fuel (coffee, beverages, and top‑tier snacks).
• Bring People Together: Help plan, set up, and execute internal team lunches, company socials, holiday celebrations, and department gatherings.
• Meeting Magic: Keep conference room schedules running like clockwork, coordinate catering setups, and ensure AV and presentation tech are prepped and ready to go.
• Vendor Liaison: Partner seamlessly with external partners—catering teams, janitorial crews, plant maintenance, and building management to ensure top‑quality service calls and deliveries.
• Admin Agility: Support the Regional Workplace Manager with key administrative tasks, including badge access updates, basic vendor invoice processing, and directory management.
• Safety & Security: Keep building safety logs, visitor records, and emergency contact lists accurate and up to date.

What You Bring to the Team

• Background: 0–2 years of hands‑on experience in customer service, hospitality, retail, front‑desk administration, or workplace operations. A Bachelor’s degree or equivalent practical experience is preferred.
• Hospitality Mindset: A natural people‑person with exceptional communication skills, high empathy, and a genuine passion for creating memorable, positive workplace experiences.
• Tech-Fluent: Skilled in Google Workspace or Microsoft 365 (Outlook, Word, Excel, Teams/Slack), and quick to learn new tools like visitor management systems and ticketing platforms.
• Detail‑Obsessed & Organized: Strong organizational habits with the multitasking superpower required to prioritize competing demands on the fly.
• Proactive & Resourceful: A self‑starter attitude—you don't wait to be asked; you spot challenges, take initiative, and bring energetic solutions to everyday workplace hurdles.