Key Responsibilities and Required Skills for Facility Ambassador

🎯 Role Definition

As a Facility Ambassador, you are the cornerstone of our daily workplace experience. Your mission is to ensure our office environment is not just functional but exceptional, safe, and engaging for everyone who walks through our doors. You will proactively manage the physical space, anticipate needs, and provide five-star service, acting as a key liaison between employees, guests, and various operational departments. This role blends hands-on facilities coordination, administrative excellence, and world-class hospitality.

📈 Career Progression

Typical Career Path

Entry Point From:

Hospitality Professional (Concierge, Guest Services)
Corporate Receptionist or Front Desk Coordinator
Administrative or Executive Assistant
High-End Retail or Customer Service Specialist

Advancement To:

Lead Facility Ambassador or Workplace Supervisor
Facilities Coordinator or Junior Facilities Manager
Workplace Experience Manager
Office Manager

Lateral Moves:

Events Coordinator
Executive Assistant
People & Culture (HR) Coordinator

Core Responsibilities

Primary Functions

Serve as the first and primary point of contact for all employees and visitors, delivering a warm, professional, and high-touch customer service experience.
Manage the front desk and reception area, ensuring it is immaculate, organized, and representative of the company's brand and culture at all times.
Oversee the complete guest lifecycle, from pre-registration and greeting to check-in using visitor management software, and ensuring a seamless departure.
Conduct regular, detailed walk-throughs of the entire facility to proactively identify maintenance, cleaning, or organizational needs and report them through the appropriate ticketing system.
Act as a "floor captain," monitoring the overall office environment, including lighting, temperature, and noise levels, to ensure a comfortable and productive workspace.
Manage and maintain all conference rooms and common areas, ensuring they are tour-ready, stocked with necessary supplies, and A/V equipment is functional.
Oversee the daily intake, sorting, and distribution of mail and packages, utilizing tracking systems to ensure timely and accurate delivery to employees.
Coordinate with building management, janitorial staff, and external service vendors to address facility issues, repairs, and scheduled maintenance.
Manage the inventory and stocking of all office, kitchen, and wellness supplies, anticipating needs and placing orders to prevent shortages.
generating and tracking work orders for repairs and maintenance, and following up to ensure timely and satisfactory completion.
Provide foundational IT and AV support, including troubleshooting video conferencing equipment, printers, and other shared office technology.
Support the onboarding process for new hires by preparing their workspace, providing office tours, and serving as a go-to resource for their initial questions.
Assist in the planning, coordination, and execution of internal company events, meetings, and employee engagement activities.
Enforce and communicate workplace policies and safety procedures, including participating in fire safety and emergency response drills.
Maintain and update internal resource documents, contact lists, and workplace guides to ensure information is current and easily accessible to all staff.
Gather and relay employee feedback regarding the workplace environment to leadership, contributing to continuous improvement initiatives.
Support space management efforts by updating seating charts, coordinating employee moves, and preparing workspaces for new team members.
Liaise with the security team to manage access control, issue and deactivate badges, and ensure the overall safety and security of the premises.
Manage the reservation system for desks, conference rooms, and other shared resources, resolving scheduling conflicts with diplomacy.
Develop and maintain positive, professional relationships with key stakeholders, including executive assistants, department heads, and external partners.

Secondary Functions

Assist with the setup and breakdown of catering for meetings and company-wide events.
Champion sustainability initiatives within the office, such as recycling and waste reduction programs.
Compile and present simple reports on facility usage, supply consumption, and service ticket trends.
Support ad-hoc projects and administrative tasks as delegated by the Workplace or Facilities Manager.

Required Skills & Competencies

Hard Skills (Technical)

Proficiency in Microsoft Office Suite (Outlook, Word, Excel) and Google Workspace.
Experience with visitor management systems (e.g., Envoy, Traction Guest, iLobby).
Familiarity with ticketing or work order systems (e.g., ServiceNow, Jira, Corrigo).
Basic knowledge of audio/visual (A/V) equipment setup and troubleshooting for conference rooms.
Competency in using internal communication platforms like Slack or Microsoft Teams.
Experience with mailroom management software and package tracking procedures.

Soft Skills

Exceptional interpersonal and communication skills, both written and verbal.
A strong customer-centric mindset with a genuine desire to help and support others.
Proactive problem-solving ability with a keen eye for detail.
Superior organizational and time-management skills, with the ability to multitask in a fast-paced environment.
High level of professionalism, polish, and a positive, can-do attitude.
Adaptability and the ability to remain calm and effective under pressure.
Strong sense of ownership and accountability for the workplace environment.
Ability to work both independently with minimal supervision and collaboratively as part of a team.
Discretion and the ability to handle confidential information appropriately.
Resourcefulness and the ability to think on your feet to resolve unexpected issues.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Associate's or Bachelor's Degree.

Relevant Fields of Study:

Hospitality Management
Business Administration
Communications
Facilities Management

Experience Requirements

Typical Experience Range:

2-4 years of professional experience in a customer-facing role within hospitality, corporate reception, high-end retail, or a similar service-oriented field.

Preferred:

Direct experience in a workplace services, facilities, or office management role within a dynamic corporate or tech environment is highly advantageous.