Workplace / Office Facilities Services Coordinator (New York)
Garrison Associates LLC, New York, NY, United States
Leading writer of Property & Casualty Reinsurance is seeking a Workplace Services Coordinator to support their New York office operations/facilities. I have been supporting this client for 20+ years and I can sincerely say they have the best, most employee centric, corporate culture of any client I’ve worked with. Their global team shares a passion for solving their customers’ problems through a collaborative and entrepreneurial culture that empowers employees and rewards creative thinking.
This is a 5 day per week in office position (7:30 – 3:30, Monday to Friday, hours are flexible) located in midtown Manhattan very close to all major transportation hubs.
About the Position
Reporting to the Office Manager-Team Lead, The Workplace Service Coordinator supports daily office operations and plays a key role in ensuring a safe, organized, and hospitable work environment. This role provides hands‑on facilities and workplace services support, assists with administrative tasks, and contributes to global initiatives.
Key Responsibilities
This is a varied and wide-ranging role, with responsibilities including:
Support the Office Manager–Team Lead with various projects and operational initiatives as needed.
Assist in the deployment and daily use of the ServiceNow Workplace Service Delivery (WSD) platform, ensuring workplace requests, reservations, and service workflows are accurately routed, tracked, and resolved during and after the rollout.
Maintain a high standard of workplace presentation by ensuring all meeting rooms and shared spaces are orderly, properly equipped, and ready for use. Support setup and breakdowns, including furniture rearrangement in the Boardroom, Event Space, and Training Room prior to Town Halls, Company Staff Meetings, and other large events.
Replenish supplies in pantries, and storage areas; track usage and assist with inventory management.
Conduct regular walkthroughs to identify maintenance needs or service gaps; escalate issues when needed.
Support the Senior Facilities Coordinator with vendor‑related tasks for key onsite services, providing backup coverage as needed.
Provide backup to Reception and Senior Facilities Coordinator, including assisting with mailroom operations (receiving packages, distributing deliveries, preparing outgoing shipments) and offering ad‑hoc reception backfill such as visitor assistance and seating management.
Support the team in coordinating and promoting workplace Environmental, Social, and Governance (ESG) initiatives, including sustainability, wellness, and community engagement efforts.
Receives and organizes large equipment shipments, ensuring proper storage, accurate inventory tracking, and readiness for use by the support team; supports inventory management and ordering of office supplies and equipment for both Facilities and IT as needed
Able to lift and safely handle items up to 30 lbs.
Candidate Qualifications:
Minimum 2 years of experience in workplace services, hospitality, or office coordination, ideally in Finance or Insurance.
High school diploma or equivalent required.
Proficiency with Microsoft Office.
Experience coordinating workplace services, facilities maintenance, and events.
Excellent communication and interpersonal skills.
Strong organization, planning, and attention to detail.
Ability to adapt under pressure and shift priorities.
Professional, reliable, and able to maintain confidentiality.
Ability to lift items as needed for operational setups.
Ability to travel to the New Jersey office occasionally on occasion.
This is a 5 day per week in office position (7:30 – 3:30, Monday to Friday, hours are flexible) located in midtown Manhattan very close to all major transportation hubs.
About the Position
Reporting to the Office Manager-Team Lead, The Workplace Service Coordinator supports daily office operations and plays a key role in ensuring a safe, organized, and hospitable work environment. This role provides hands‑on facilities and workplace services support, assists with administrative tasks, and contributes to global initiatives.
Key Responsibilities
This is a varied and wide-ranging role, with responsibilities including:
Support the Office Manager–Team Lead with various projects and operational initiatives as needed.
Assist in the deployment and daily use of the ServiceNow Workplace Service Delivery (WSD) platform, ensuring workplace requests, reservations, and service workflows are accurately routed, tracked, and resolved during and after the rollout.
Maintain a high standard of workplace presentation by ensuring all meeting rooms and shared spaces are orderly, properly equipped, and ready for use. Support setup and breakdowns, including furniture rearrangement in the Boardroom, Event Space, and Training Room prior to Town Halls, Company Staff Meetings, and other large events.
Replenish supplies in pantries, and storage areas; track usage and assist with inventory management.
Conduct regular walkthroughs to identify maintenance needs or service gaps; escalate issues when needed.
Support the Senior Facilities Coordinator with vendor‑related tasks for key onsite services, providing backup coverage as needed.
Provide backup to Reception and Senior Facilities Coordinator, including assisting with mailroom operations (receiving packages, distributing deliveries, preparing outgoing shipments) and offering ad‑hoc reception backfill such as visitor assistance and seating management.
Support the team in coordinating and promoting workplace Environmental, Social, and Governance (ESG) initiatives, including sustainability, wellness, and community engagement efforts.
Receives and organizes large equipment shipments, ensuring proper storage, accurate inventory tracking, and readiness for use by the support team; supports inventory management and ordering of office supplies and equipment for both Facilities and IT as needed
Able to lift and safely handle items up to 30 lbs.
Candidate Qualifications:
Minimum 2 years of experience in workplace services, hospitality, or office coordination, ideally in Finance or Insurance.
High school diploma or equivalent required.
Proficiency with Microsoft Office.
Experience coordinating workplace services, facilities maintenance, and events.
Excellent communication and interpersonal skills.
Strong organization, planning, and attention to detail.
Ability to adapt under pressure and shift priorities.
Professional, reliable, and able to maintain confidentiality.
Ability to lift items as needed for operational setups.
Ability to travel to the New Jersey office occasionally on occasion.