Workplace Assistant

Shoptalk; New York (NY); On-site; USD 37,000 - 45,000; Full time

Job summary

Shoptalk is seeking a Workplace Assistant to manage front-of-house and facilities at our New York office. You will ensure a welcoming, safe, and well-run environment for colleagues and visitors, coordinating reception, post, and basic maintenance.

You will support events, onboarding, safety drills, and liaise with service providers, cleaners, and contractors. A proactive, detail-oriented approach and familiarity with MS Office are important in a fast-paced, collaborative workplace.

Qualifications

• Friendly, professional front-of-house presence and strong customer service.
• Basic facilities knowledge and willingness to coordinate with contractors.
• Willingness to learn and support a broad range of workplace responsibilities.
• Proactive, reliable, and able to work independently when required.

Responsibilities

• Welcome visitors; manage reception and access passes.
• Coordinate deliveries, mail, and courier services.
• Support meetings and events: room readiness, catering, and logistics.
• Assist with onboarding and offboarding for employees and contractors.
• Log maintenance requests and assist in safety drills and evacuation procedures.
• Liaise with cleaners, vendors, and facilities service providers.

Skills

Front desk & hospitality

Security & safety awareness

Event support

Communication

Organization & detail-oriented

Team collaboration

MS Office proficiency

Tools

MS Office (Outlook, Word, Excel, Teams)

Job description

Workplace Assistant

Role Type: Perm, Full-Time

Location: Office based 5 days per week, New York

Salary Range: This is an hourly, non-exempt position and is eligible for overtime pay in accordance with applicable federal, state, and local laws. The hourly pay range for this position is $27.40–$33.65 per hour.

Role Purpose

The Workplace Assistant plays a key role in creating a welcoming, safe, and well-run environment for all colleagues, visitors, and partners. As the primary front-of-house presence, the Workplace Assistant helps create a positive and professional first impression for employees and visitors while supporting the day-to-day operation of the workplace. This role supports both front-of-house and facilities operations, ensuring the workplace runs smoothly day-to-day and reflects our standards, culture, and values.

Key Responsibilities

Reception & Workplace Experience

• Provide a warm, professional welcome to all visitors, colleagues, and partners.
• Manage visitor check-in, access passes, and meeting room audits to ensure spaces remain presentable, functional, and ready for use. This role does not include booking meeting rooms on behalf of colleagues.
• Support hospitality for meetings and events, including food, beverages, and room readiness.
• Oversee contractor arrivals, ensuring they are signed in, briefed, and compliant with on-site requirements.
• Coordinate loading bay access and parking for deliveries, contractors, and visitors.
• Coordinate fire evacuations and act as the designated Workplace Safety Lead for the NYC office during emergency situations.
• Support first aid coordination, including replenishment of supplies and liaison with first aiders.
• Manage incoming and outgoing post, parcels, and courier services.
• Support the ordering and replenishment of stationery, refreshments, and workplace supplies.
• Carry out regular workplace walk-arounds, including health and safety checks, cleaning audits, and general standards monitoring.
• Assist with basic facilities inspections, including FCUs, lighting, emergency lighting, and other workplace systems.
• Log, monitor, and follow up on maintenance requests through the Facilities tracking system.
• Assist with the setup and delivery of internal events and employee engagement activities.
• Support onboarding and offboarding activities, including workstation setup and access requests.
• Assist in monitoring workplace service providers, including cleaning, catering, and maintenance contractors.

General

• Work collaboratively with the wider Workplace & Facilities team to maintain a consistent, high-quality experience across the office estate.
• Build positive relationships with colleagues, suppliers, contractors, and service providers.
• Contribute to a culture of continuous improvement by suggesting ways to enhance the workplace experience.
• Carry out any other reasonable duties required to support the business.

Skills & Attributes

• Friendly, confident, and people focused.
• Strong organisational skills and attention to detail.
• Comfortable managing multiple priorities in a fast-paced environment.
• Proactive, reliable, and able to work independently when required.
• Excellent communication skills with a calm and professional approach.
• Willingness to learn and support a broad range of workplace and facilities responsibilities.
• Good working knowledge of Microsoft Office applications, including Outlook, Word, Excel, and Teams.

Desirable Experience & Qualifications

• First Aid and Fire Marshal certification.
• Health & Safety training (OSHA 10 and/or OSHA 30 preferred).
• Understanding of Soft and Hard Facilities Management services.
• Experience working within a reception, workplace, facilities, or hospitality environment.
• Experience supporting office events and employee engagement activities.