Assistant Workplace Manager

Overview

What this job involves: The Assistant Workplace Manager ensures smooth day-to-day operations and exceptional workplace experience. This role oversees office and pantry services, vendor coordination, expense and invoice processing, facilities support, and shipping/receiving, all while maintaining a polished, client-ready environment. This client-facing position combines service excellence, hospitality focus, and administrative excellence to positively impact client employees and guests while supporting leadership and broader team operations.

• Serve as the initial point of contact for all client employee inquiries, issues, troubleshooting, and service-related feedback
• Manage office and pantry supply ordering, restocking, daily lunch orders for employees and visitors, and catering requests
• Oversee seating arrangements, access badge coordination, and assist with minor technology troubleshooting
• Coordinate shipping, receiving, and maintain carrier relationships for efficient package management
• Track and process invoices, expenses, and payments while preparing and mailing checks and documents
• Serve as main on-site contact for internal communications and vendor coordination with leadership teams
• Conduct routine walkthroughs and assessments of soft services delivery to ensure compliance with service level agreements
• Spend minimum two hours daily welcoming employees at reception/entrances while walking floors to ensure work spaces are properly stocked and maintained
• Partner with facilities and building teams to maintain a clean, well-maintained office environment

• 3+ years of experience in office management, administration, or client relations support
• Strong organizational, verbal/written communication, and multitasking abilities
• Proficient in Microsoft Office Suite including Outlook, Word, and Excel
• Experience with expense and invoice management systems
• Professional, dependable, and able to manage multiple priorities with minimal supervision

• Experience with Workday, Salesforce, Ivalua, and Concur platforms
• Background in facilities management or workplace services
• Previous client-facing role experience in corporate environments