Onsite Workplace Experience & Operations Specialist

ZipHQ, Inc.; New York (NY); On-site; USD 57,000 - 81,000; Full time

Job summary

ZipHQ, Inc. in New York City is seeking a Workplace Operations Specialist to blend hospitality, operations, and strategy for a best-in-class onsite experience.

This role requires 5 days in the office during business hours and is a 1 year contract with potential extension and conversion. You will support the day-to-day operations of the New York office while helping deliver workplace experiences that bring ZipHQ’s culture to life.

Qualifications

• Experience in facility/office operations or hospitality is preferred.
• Ability to coordinate multiple vendors and stakeholders.
• Strong communication and organizational skills.

Responsibilities

• Support daily operations of the New York office, ensuring a clean, organized, and functional environment.
• Act as the first point of contact for workplace-related questions and requests.
• Manage office supplies (ordering, stocking, organizing, and replenishment).
• Coordinate deliveries (ordering, receiving, unpacking, and recycling packaging).
• Maintain shared spaces including kitchens, snack areas, and meeting rooms.
• Support seating plans, space coordination, and occasional office moves.
• Manage room bookings and ensure spaces are set up appropriately.
• Submit and track facilities requests and resolve day-to-day office issues.
• Coordinate vendor services including janitorial, facilities, and food programs.
• Build strong working relationships with vendors and building management.
• Track service schedules and ensure consistent service delivery.
• Escalate issues or service gaps as needed.
• Partner with building management on office operations, updates, and compliance needs.
• Support planning and execution of office events, socials, and celebrations.
• Coordinate logistics for ERG programming, learning sessions, and onsite initiatives.
• Manage office communications related to events, updates, and workplace operations.
• Support seasonal moments (decorations, cultural events, employee recognition).
• Assist with food & beverage programs and overall hospitality experience.
• Help create a positive, engaging, and inclusive office environment.
• Welcome guests and provide a strong first impression of the office.
• Coordinate visitor access and liaise with building management as needed.
• Conduct office tours for new hires and visitors.
• Manage guest logistics including passes, notifications, and coordination.
• Partner with Workplace, People Ops, and other internal teams to support workplace initiatives.
• Communicate updates clearly around operations, events, and workplace changes.
• Contribute to improving workplace processes and playbooks over time.

Skills

Hospitality

Operations

Vendor management

Facilities coordination

Employee experience

Event planning

Guest relations

Cross-functional collab

Communication

Problem solving

Project coordination

Space planning

Budget awareness

Vendor contracts

Procurement support

Safety/compliance

Job description

ZipHQ, Inc. in New York City is seeking a Workplace Operations Specialist to blend hospitality, operations, and strategy for a best-in-class onsite experience.

This role requires 5 days in the office during business hours and is a 1 year contract with potential extension and conversion. You will support the day-to-day operations of the New York office while helping deliver workplace experiences that bring ZipHQ’s culture to life.