Office Services & Facilities Coordinator

Global Business Transformation Solutions, LLC (GBTS); New York (NY); On-site; USD 30,000 - 43,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid Time Off (PTO)

Job summary

Opensity Solutions is seeking an Office Services Associate to be a highly visible point of contact for internal and external guests, delivering a warm, welcoming office experience and upholding the firm’s values while working with the Client Service Manager to ensure efficient daily operation.

This role covers office operations, facilities, visitor management, space reservations, catering, security, and mail handling, with a Monday–Friday schedule and a 37.5-hour week, offering benefits and

Qualifications

• 1-2 years of experience in office services, hospitality, or workplace operations.
• Strong communication and relationship management skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency in Microsoft Office and workplace systems.
• Strong attention to detail and organizational skills.

Responsibilities

• Manage office and facilities operations in partnership with the Regional Office Manager and Office Manager.
• Coordinate with building management, security, engineering, and vendors.
• Submit maintenance requests and support overall workplace operations.
• Coordinate visitor access with building security.
• Greet and direct visitors, notifying appropriate contacts.
• Monitor building access points as needed.
• Validate and track approved visitor parking.
• Manage conference room and workspace reservations.
• Support scheduling needs and resolve conflicts.
• Coordinate external building conference room bookings when required.
• Place and track all catering orders in line with firm guidelines.
• Coordinate, confirm, and support catering setup and teardown.
• Prepare meeting rooms and ensure alignment with meeting organizers.
• Issue, track, and manage employee and visitor access badges.
• Coordinate with building security for onboarding, offboarding, and access audits.
• Respond promptly to employee requests.
• Process mail, packages, courier requests, and certified mail.
• Order business cards and life event items per guidelines.
• Support event planning and office initiatives.
• Maintain conference rooms and shared spaces throughout the day.
• Ensure cleanliness and readiness of all common areas.
• Replenish supplies and report issues as needed.

Skills

Communication skills

Relationship management

Multi-tasking

Attention to detail

Organization

Tools

Microsoft Office

Job description

Opensity Solutions is seeking an Office Services Associate to be a highly visible point of contact for internal and external guests, delivering a warm, welcoming office experience and upholding the firm’s values while working with the Client Service Manager to ensure efficient daily operation.

This role covers office operations, facilities, visitor management, space reservations, catering, security, and mail handling, with a Monday–Friday schedule and a 37.5-hour week, offering benefits and