Workplace Services Coordinator

Position Summary: The Workplace Services Coordinator is responsible for delivering a high-quality workplace experience by serving a diverse role that entails managing office service operations, serving as the primary backup first impressions (front desk) representative, and assisting mail services in a multisite courier role. This role plays a critical part in creating a welcoming environment, ensuring smooth daily operations, and supporting employees, visitors, and leadership with professionalism and efficiency.

Key Responsibilities: 

Office Services

• Manage day-to-day office operations to ensure a clean, safe, and fully functional workplace.
• Coordinate with vendors and service providers (cleaning, maintenance, supplies, etc.).
• Monitor and maintain inventory of office supplies, kitchen items, and workplace amenities.
• Support internal meetings, events, and conference room setup/logistics.
• Ensure compliance with workplace policies, procedures, and safety standards.
• Assist with space planning, moves, and office reconfigurations as needed.

Front Desk / First Impressions

• Serve as the primary point of contact for visitors, providing a professional and welcoming first impression.
• Manage front desk operations including visitor check-in, badge issuance, and security protocols.
• Answer and route incoming calls, emails, and inquiries in a timely and courteous manner.
• Maintain a polished reception area and ensure a positive guest experience.
• Coordinate visitor logistics, including meeting coordination and hospitality services.
• Support employee engagement by fostering a friendly and customer-focused environment.

Mail & Courier Services

• Manage all incoming and outgoing mail, packages, and courier deliveries.
• Track and distribute packages to employees in a timely manner.
• Coordinate with mail services to act as primary courier for pickups and deliveries of client specific checks.
• Safely operate WLG vehicles to deliver incoming and outgoing client checks.

Qualifications:

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• 2+ years of experience in office services, front desk, workplace services, or related role.
• Strong customer service and interpersonal skills.
• Excellent organizational and multitasking abilities.
• Proficiency in Microsoft Office (Outlook, Teams, Word, Excel).
• Ability to work independently and handle multiple priorities in a fast-paced environment.
• Professional demeanor with strong communication skills.

Preferred Skills:

• Experience in facilities or workplace management.
• Familiarity with visitor management or ticketing systems.
• Vendor coordination and contract support experience.
• Ability to handle confidential information with discretion.

Work Environment

• On-site role requiring regular interaction with employees, visitors, and vendors.
• May require standing for extended periods, light cleaning and occasional lifting of packages.

Success Measures

• Positive visitor and employee experience.
• Efficient and accurate mail and courier operations.
• Smooth daily office services with minimal disruption.
• High level of professionalism and responsiveness.

Physical Requirements:  

• Office environment with normal business hours necessary to satisfactorily perform job functions.   
• Stationary Position – Must be able to remain in a stationary position up to 50% of the time.  
• Move or Traverse – This position needs to occasionally move about inside the office to access file cabinets, meeting rooms, office machinery, etc.  May occasionally ascends/descends the stairs to get to other floors, cafeteria and parking area.
• Dexterity – constantly operates a computer and other office machinery such as a copy machine/printer.  
• Move, Transport, Position, Put, Install, Remove - Occasionally moves supplies weighing up to 10 pounds for various presentation and event needs. 
• Communicate, Detect, Converse with, Discern, Convey, Express oneself, Exchange information - The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• Detect, Determine, Perceive, Identify, Recognize, Judge, Observe, Inspect, Estimate, Assess - The ability to observe details at close range (within a few feet of the observer).

Benefits and Perks:

• Medical, dental, vision
• Company paid Life and AD&D Insurance
• Company Paid STD (with no waiting period) and LTD Insurance
• Option to purchase additional Life and AD&D Insurance
• Voluntary Critical Illness, Accident, and Hospital Indemnity Coverage
• 401(k) with company contributions
• Paid Time Off
• 10 Company Holidays 
• Tuition Reimbursement