Front Office Assistant

Posted yesterday

joss searchBrooklyn (NY)

Secretaries and Administrative Assistants, Except Legal, Medical, and Executive Facilities Support Services

SENIORITY

Mid

SALARY

$75,000 - $85,000

Apply

About the role

THE CLIENTOur client is a growing global investment firm with a collaborative, high-performance culture and a significant presence in New York. As the firm continues to expand its workplace footprint, they are investing heavily in creating a best-in-class office environment and employee experience. This is an exciting opportunity to join during a period of growth and office expansion, working closely with senior facilities leadership and serving as a key member of the business support team.

THE ROLE: Our client is seeking a Facilities & Reception Coordinator to become the primary workplace and front-of-house representative for their New York office. Supporting approximately 100 employees, this role will combine facilities management, workplace experience, office operations, reception, employee engagement, and event coordination. Acting as the local extension of the global Facilities team, you will ensure the office runs seamlessly day-to-day while delivering an exceptional experience for employees, visitors, and candidates. This is a highly visible, hands-on position suited to someone who enjoys being the go-to person in an office, takes pride in creating a polished workplace, and is proactive in identifying and resolving issues before they arise.

Responsibilities include:

Serving as the face of the New York office and first point of contact for employees, visitors, and candidates
Greeting guests and maintaining a professional, welcoming front-of-house experience
Managing incoming calls, office inquiries, visitor access, mail, and courier services
Conducting regular office walkthroughs to ensure all spaces remain organized and presentation-ready
Managing conference rooms, meeting spaces, pantries, phone booths, and common areas
Coordinating facilities requests and office maintenance needs
Liaising with building management, vendors, contractors, and service providers
Managing office, kitchen, and workplace inventory
Coordinating new hire desk setup, onboarding logistics, and office access
Partnering closely with IT on workstation preparation and workplace moves
Supporting workplace health and safety initiatives
Assisting with ongoing office buildout and expansion projects
Coordinating employee events, celebrations, catering, and culture initiatives
Supporting Executive Assistants with meetings, events, and office logistics

Building strong relationships across the business to ensure a consistently high-quality workplace experienceTHE CANDIDATEThe ideal candidate is a workplace professional who enjoys balancing facilities responsibilities with front-of-house interaction. They are highly organized, service-oriented, and confident working independently while engaging with stakeholders across all levels of an organization.

Key requirements include:

3+ years of experience in facilities, workplace experience, office management, reception, office operations, or a related environment
Experience supporting a corporate office setting
Strong vendor management and coordination skills
A polished, professional, client-facing demeanor
Excellent communication and relationship-building abilities
Strong organizational skills and attention to detail
Ability to work independently and take ownership of responsibilities
Comfortable in a visible, employee-facing role
Flexible and willing to take a hands-on approach to both facilities and administrative tasks
Preferred backgrounds include:
Workplace experience
Corporate facilities
Office management
Financial services, professional services, or corporate environments
Experience supporting office relocations, expansions, or buildouts
Successful candidates will be:
Proactive and resourceful
Service-oriented and approachable
Highly organized

Solutions-focused Comfortable wearing multiple hats Relationship-driven Able to maintain a calm, professional presence in a fast-paced environmentTHE COMP/BENEFITS$75,000 - $85,000 base salary Bonus eligible Opportunity to be the primary workplace representative for a growing New York office Direct partnership with international facilities leadership Significant visibility across a 100-person office Exposure to office expansion and buildout projects Broad responsibilities across facilities, reception, workplace experience, office operations, and events Midtown Manhattan location Five days per week in-office Standard hours of 8:30am-5:30pmJoss Search is proud to be an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees and applicants and welcome candidates of all backgrounds, experiences, and perspectives.

Before you apply

Applying takes about a minute. These four things decide how fast it moves after that.

Your profile is current

It's what we read first. Occupations, seniority and locations matter more than a long history.

Two examples you can talk through

Not a portfolio — just two pieces of work where you can explain the decisions and what you'd change.

A number in mind

What you're on now and what would make you move. We negotiate better when we know both.

Your notice period

Employers plan around it, and it's the question that stalls offers most often.

Once you apply, someone reads it and calls you before anything reaches the employer — usually within two working days.