Front Office Assistant

Joss Search; New York (NY); On-site; USD 52,000 - 76,000; Full time

Job summary

Joss Search is seeking a Facilities & Reception Coordinator for our New York office to be the primary workplace and front-of-house representative. Supporting around 100 employees, the role blends facilities management, workplace experience, and office operations, ensuring the office runs smoothly and presents a polished environment for staff and visitors.

The successful candidate will be highly organized, service-oriented, and comfortable working independently while coordinating with IT,

Qualifications

• Experience in corporate facilities or office management.
• Proven ability to coordinate with vendors and building management.
• Strong communication and customer service skills.
• Comfortable in a visible, employee-facing role.
• Ability to work independently with proactive problem solving.

Responsibilities

• Serve as the face of the New York office and first point of contact for employees, visitors, and candidates
• Greet guests and maintain a professional, welcoming front-of-house experience
• Manage incoming calls, office inquiries, visitor access, mail, and courier services
• Conduct regular office walkthroughs to ensure spaces are organized and presentation-ready
• Coordinate facilities requests and office maintenance needs
• Liaise with building management, vendors, contractors, and service providers
• Manage office, kitchen, and workplace inventory
• Coordinate new hire desk setup, onboarding logistics, and office access
• Partner with IT on workstation prep and workplace moves
• Support health and safety initiatives and office buildouts
• Coordinate employee events, celebrations, catering, and culture initiatives
• Assist Executive Assistants with meetings and office logistics
• Build strong relationships across the business to ensure a high-quality workplace experience

Skills

Facilities management

Reception & front desk

Vendor management

Office operations

Communication skills

Event coordination

Job description

Our client is a growing global investment firm with a collaborative, high-performance culture and a significant presence in New York. As the firm continues to expand its workplace footprint, they are investing heavily in creating a best-in-class office environment and employee experience.

This is an exciting opportunity to join during a period of growth and office expansion, working closely with senior facilities leadership and serving as a key member of the business support team.

THE ROLE

Our client is seeking a Facilities & Reception Coordinator to become the primary workplace and front-of-house representative for their New York office.

Supporting approximately 100 employees, this role will combine facilities management, workplace experience, office operations, reception, employee engagement, and event coordination. Acting as the local extension of the global Facilities team, you will ensure the office runs seamlessly day-to-day while delivering an exceptional experience for employees, visitors, and candidates.

This is a highly visible, hands-on position suited to someone who enjoys being the go-to person in an office, takes pride in creating a polished workplace, and is proactive in identifying and resolving issues before they arise.

Responsibilities include:

• Serving as the face of the New York office and first point of contact for employees, visitors, and candidates
• Greeting guests and maintaining a professional, welcoming front-of-house experience
• Managing incoming calls, office inquiries, visitor access, mail, and courier services
• Conducting regular office walkthroughs to ensure all spaces remain organized and presentation-ready
• Managing conference rooms, meeting spaces, pantries, phone booths, and common areas
• Coordinating facilities requests and office maintenance needs
• Liaising with building management, vendors, contractors, and service providers
• Managing office, kitchen, and workplace inventory
• Coordinating new hire desk setup, onboarding logistics, and office access
• Partnering closely with IT on workstation preparation and workplace moves
• Supporting workplace health and safety initiatives
• Assisting with ongoing office buildout and expansion projects
• Coordinating employee events, celebrations, catering, and culture initiatives
• Supporting Executive Assistants with meetings, events, and office logistics
• Building strong relationships across the business to ensure a consistently high-quality workplace experience

THE CANDIDATE

The ideal candidate is a workplace professional who enjoys balancing facilities responsibilities with front-of-house interaction. They are highly organized, service-oriented, and confident working independently while engaging with stakeholders across all levels of an organization.

Key requirements include:

• 3+ years of experience in facilities, workplace experience, office management, reception, office operations, or a related environment
• Experience supporting a corporate office setting
• Strong vendor management and coordination skills
• Excellent communication and relationship-building abilities
• Strong organizational skills and attention to detail
• Ability to work independently and take ownership of responsibilities
• Comfortable in a visible, employee-facing role
• Flexible and willing to take a hands-on approach to both facilities and administrative tasks

Preferred backgrounds include:

• Corporate facilities
• Office management
• Financial services, professional services, or corporate environments
• Experience supporting office relocations, expansions, or buildouts

Successful candidates will be:

• Proactive and resourceful
• Service-oriented and approachable
• Highly organized
• Solutions-focused
• Relationship-driven
• Able to maintain a calm, professional presence in a fast-paced environment

THE COMP/BENEFITS

• Opportunity to be the primary workplace representative for a growing New York office
• Direct partnership with international facilities leadership
• Significant visibility across a 100-person office
• Exposure to office expansion and buildout projects
• Broad responsibilities across facilities, reception, workplace experience, office operations, and events
• Midtown Manhattan location
• Standard hours of 8:30am-5:30pm

Joss Search is proud to be an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees and applicants and welcome candidates of all backgrounds, experiences, and perspectives.