Workplace Assistant
Saronic Technologies
Job Overview:
The workplace assistant is the first point of contact for employees, candidates, customers, and vendors. This role provides front-desk coverage, visitor management, workplace & facilities support, and administrative coordination to ensure a safe, welcoming, and well-operated office environment.
This position also supports day-to-day office operations and facilities coordination, helping maintain workplace functionality, address routine issues, and ensure continuity of operations in a high-visibility, professional setting.
Responsibilities
- Serve as the first friendly point of contact; greet visitors and manage check-in processes to ensure a professional, warm and welcoming experience
Maintain office readiness, including cleanliness, organization, and overall presentation
Coordinate visitor management processes, including pre-registration and compliance with security protocols
Partner with Security to manage access, visitor flow, and adherence to onsite policies
Support day-to-day office operations, including office supplies, mail distribution, F&B re-stock and general administrative coordination
Coordinate and oversee facilities needs, including minor repairs, preventative upkeep, and vendor engagement for routine services
Monitor, track, and escalate operational and facilities-related issues to appropriate stakeholders, ensuring timely resolution
Assist with onboarding and offboarding by ensuring workspace readiness and supporting basic setup and orientation logistics
Support meetings and events through coordination of room setup, catering, and space readiness
Track recurring issues and provide feedback to Workplace and Facilities to improve office operations
Perform a range of administrative tasks to support overall office efficiency and day-to-day operations
Qualifications
Proven ability to manage front-facing responsibilities with professionalism, including greeting visitors, handling inquiries, and maintaining a positive organizational image
Strong organizational and coordination skills, with experience managing schedules, appointments, and multiple priorities simultaneously
Excellent written and verbal communication skills, with the ability to interact effectively across teams and with external stakeholders
Detail-oriented with the ability to track, manage, and follow up on tasks, projects, and administrative processes
Experience supporting operational workflows, including data entry, documentation, and cross-functional coordination
Proficiency in workplace tools and systems, including Slack, Microsoft Teams, Envoy, Confluence, and Microsoft Excel
Familiarity with submitting and managing facilities requests and handling basic IT support requests or ticketing systems
Ability to work independently while also collaborating effectively in a team environment
Strong problem-solving skills and adaptability in fast-paced or dynamic settings
Customer-service mindset with a focus on responsiveness, professionalism, and efficiency
Prior experience in administrative, coordination, or specialist-type roles preferred
Physical Demands
- Prolonged periods of sitting at a desk and working on a computer
- Occasional standing and walking within the office
- Manual dexterity to operate a computer keyboard, mouse, and other office equipment
- Visual acuity to read screens, documents, and reports
- Occasional reaching, bending, or stooping to access file drawers, cabinets, or office supplies
- Lifting and carrying items up to 20 pounds occasionally (e.g., office supplies, packages)