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Key Responsibilities and Required Skills for Workplace Program Assistant

💰 $40,000 - $70,000

Human ResourcesWorkplace ExperienceOffice OperationsFacilitiesEmployee Engagement

🎯 Role Definition

The Workplace Program Assistant is responsible for operational execution and administrative support for workplace and employee experience programs. This role coordinates office services, manages workplace communications, supports hybrid work scheduling and space reservations, assists with workplace events and onboarding experiences, and liaises with vendors and building management to ensure a safe, functional and welcoming office environment. The ideal candidate combines strong organizational skills with exceptional customer service, a bias for operational excellence, and the ability to work collaboratively across HR, facilities, IT, and business teams.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant or Office Coordinator
  • Events Coordinator or Hospitality Coordinator
  • Facilities Assistant or Front Desk Coordinator

Advancement To:

  • Workplace Program Coordinator / Senior Workplace Program Assistant
  • Workplace Experience Manager / Workplace Program Manager
  • Facilities Manager or Head of Workplace Experience
  • Employee Experience / People Operations Manager

Lateral Moves:

  • Office Manager
  • Employee Engagement Specialist
  • Vendor & Contract Coordinator

Core Responsibilities

Primary Functions

  • Serve as the primary on-site contact for employees and visitors, providing friendly, professional front-line support for workplace questions, desk hoteling, meeting room bookings, and access issues to ensure a seamless workplace experience.
  • Coordinate and execute workplace programs and campaigns (e.g., hybrid work rollouts, office re-openings, wellbeing initiatives), including timeline management, materials preparation, internal communications, and post-program reporting to measure impact and participation.
  • Manage daily office operations such as mailroom coordination, office supplies procurement, kitchen and pantry maintenance, and workplace cleanliness checks to guarantee operational readiness and employee satisfaction.
  • Support meeting and event logistics from planning through execution—book rooms, arrange AV and catering, prepare attendee lists, signage and materials, and provide on-site support during all workplace events to ensure smooth delivery.
  • Act as a liaison with building management and external vendors (cleaning, security, catering, AV, facilities) to schedule maintenance, resolve facilities issues, track work orders, and escalate urgent building or safety matters to appropriate teams.
  • Maintain and administer space booking and hoteling tools (e.g., Envoy, Robin, Condeco), including user support, configuration changes, permission management, and usage reporting to optimize space utilization.
  • Maintain up-to-date workplace documentation and standard operating procedures (SOPs), including emergency evacuation plans, desk assignment policies, vendor contacts, and onboarding checklists to ensure operational continuity.
  • Coordinate onboarding and offboarding logistics for new hires and departing employees—prepare workspaces, arrange access badges, schedule IT equipment handoffs, and ensure a welcoming first-day experience.
  • Monitor workplace budgets and manage low-complexity vendor invoices and purchase orders; support budget tracking for workplace programs and events to ensure cost-effective operations.
  • Collect and analyze workplace usage data, survey feedback, and workplace KPIs; prepare weekly or monthly reports and visual summaries for managers to drive continuous improvement of workplace programs.
  • Support health, safety and compliance initiatives—conduct workplace inspections, ensure safety signage and supplies are available, and coordinate with EHS or security teams on incident follow-ups.
  • Facilitate internal communications for workplace updates, policy changes, and event invitations using company intranet, email campaigns, Slack channels, and digital signage to keep employees informed and engaged.
  • Maintain inventory records for furniture, IT peripherals, and office assets; coordinate relocations, disposals, and equipment refreshes in partnership with IT and facilities teams.
  • Assist with small-scale workplace projects and office moves—coordinate timelines, vendor access, packing/unpacking logistics, and post-move punch lists to minimize disruption to business operations.
  • Provide excellent customer service by triaging and resolving employee service requests, logging issues in ticketing systems (e.g., ServiceNow, Zendesk), following up on status, and ensuring timely closure of open tickets.
  • Support hybrid work administration by validating policy adherence, providing guidance on desk allocation and remote work resources, and troubleshooting scheduling conflicts to maintain equitable access to office space.
  • Drive program adoption by creating onboarding materials, quick-reference guides, FAQs, and short training sessions for employees and people managers on workplace tools and policies.
  • Partner with People Operations and HR to support culture-building activities, recognition programs, and wellbeing events that enhance employee morale and strengthen the workplace community.
  • Maintain confidentiality and professional handling of sensitive employee information related to workplace accommodations, access, and health-related issues in accordance with company policy and privacy regulations.
  • Proactively identify opportunities to streamline operational processes—recommend improvements to workflows, automate routine tasks where possible, and collaborate with cross-functional teams to implement efficiencies.
  • Support sustainability and corporate responsibility initiatives in the workplace—track recycling programs, sustainable consumables, and help roll out environmentally conscious policies and campaigns.

Secondary Functions

  • Support ad-hoc reporting requests and coordinate workplace data collection for special projects and leadership requests.
  • Contribute to vendor RFPs by collecting quotes, coordinating evaluation criteria, and tracking communications with potential suppliers.
  • Assist the workplace team with internal audits, workplace safety drills, and post-incident reviews to strengthen workplace resilience.
  • Help maintain the workplace intranet site or knowledge base with updated policies, event announcements, and workplace resources.
  • Provide cross-functional support to HR, IT and Facilities for periodic activities such as equipment inventories, compliance checks, and office reconfigurations.
  • Participate in periodic workplace strategy workshops and planning sessions, bringing frontline insights and operational constraints to inform longer-term workplace roadmaps.

Required Skills & Competencies

Hard Skills (Technical)

  • Proficiency with workplace and desk booking systems (Envoy, Robin, Condeco, Teem) and practical experience administering user accounts and permissions.
  • Strong Microsoft Office skills, especially Excel for tracking, reporting and creating pivot tables; comfortable with Google Workspace (Sheets, Docs, Calendar) for collaborative scheduling.
  • Experience with ticketing and helpdesk systems (ServiceNow, Zendesk, Freshdesk) to log, escalate and close facilities or workplace requests.
  • Basic budgeting and invoice handling skills: purchase order creation, invoice reconciliation, and basic financial tracking.
  • Event planning and on-site logistics coordination, including contracting caterers, arranging AV, and managing vendor day-of execution.
  • Familiarity with workplace analytics and reporting tools (Looker, Tableau, Power BI) or the ability to generate clean operational reports from raw data.
  • Knowledge of common office IT and AV equipment (projectors, conference room systems, access badge hardware) and ability to coordinate technical troubleshooting with IT teams.
  • Experience with space management principles and tools for tracking occupancy, utilization, and desk assignment processes.
  • Strong documentation skills: creating SOPs, checklists, onboarding guides and internal knowledge base content.
  • Basic understanding of health & safety compliance requirements, emergency procedures, and the ability to coordinate with security/EHS teams.

Soft Skills

  • Exceptional customer service orientation with a focus on prompt, empathetic, and solution-driven responses to employee needs.
  • Strong written and verbal communication skills for crafting clear workplace communications and coordinating with cross-functional stakeholders.
  • High attention to detail and organizational ability to manage multiple concurrent tasks, events and program initiatives with competing deadlines.
  • Excellent stakeholder management skills—able to build trust and influence across HR, IT, Facilities, Finance, and external vendors.
  • Problem-solving mindset with the ability to triage issues quickly, escalate appropriately, and follow through to resolution.
  • Proactive, resourceful and adaptable—comfortable working in a dynamic hybrid workplace environment and supporting change initiatives.
  • Time management and prioritization skills to balance routine operational duties with project-based responsibilities.
  • Collaborative team player who can contribute constructively within small workplace teams and larger corporate groups.
  • Discretion and integrity when handling confidential employee and workplace information.
  • Resilience and calm under pressure, particularly during major events, facility incidents, or high-volume office days.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent. Relevant vocational certificates (office administration, event management) welcomed.

Preferred Education:

  • Bachelor’s degree in Business Administration, Human Resources, Hospitality Management, Facilities Management, Communications, or related field.

Relevant Fields of Study:

  • Business Administration
  • Human Resources / People Operations
  • Hospitality or Event Management
  • Facilities or Workplace Management
  • Communications or Public Relations

Experience Requirements

Typical Experience Range:

  • 1–4 years in office administration, event coordination, facilities, workplace experience, or front-of-house roles.

Preferred:

  • 2–5+ years supporting workplace programs, facilities, events, or employee experience in a corporate or fast-paced environment; demonstrated experience with workplace technology platforms and vendor coordination.
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