Workplace Experience Associate Job at Forrest Solutions, New York, NY

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  • Forrest Solutions
  • New York, NY

Job Description

The Concierge / Client Experience Associate is a cross-functional, client-facing role responsible for supporting daily office operations and delivering an exceptional, white-glove experience to clients, guests, and internal teams. This position supports a single-floor office that regularly hosts senior leadership, high-profile clients, and royalty , requiring the highest level of professionalism, discretion, and hospitality.

The role demands flexibility, adaptability, and a service-first mindset. The ideal candidate thrives in a fast-paced environment, enjoys variety in their daily responsibilities, and consistently goes above and beyond to anticipate and accommodate client and guest needs.

Pay Rate: $25.00/hr

Shift: 8:00am - 5:00pm; 8:30am -5:30pm; Monday - Friday

Key Responsibilities

Client & Guest Experience

  • Serve as a brand advocate and ambassador in every interaction with clients, guests, vendors, and employees
  • Deliver a high-touch, hospitality-driven experience aligned with the expectations of senior and high-profile visitors
  • Welcome and greet guests, vendors, and employees; answer questions and escort them to conference rooms or waiting areas
  • Anticipate guest needs and respond promptly, professionally, and with discretion
  • Hold doors for incoming clients and vendors as needed
  • Register guests, issue visitor badges, and maintain strict adherence to building security protocols
  • Provide in-house beverage service, including coffee upon request
  • Maintain a pristine, professional Front of House reception area at all times

Conference & Meeting Support

  • Set up, reset, and break down conference rooms before and after meetings
  • Manage and monitor client and conference rooms during meetings, including cleanliness and readiness
  • Assist with meeting and conference room scheduling and maintain internal tracking tools
  • Support catering logistics, including assisting with setup, delivery, and service for meetings

Office Operations & Facilities Support

  • Replenish supplies in pantries, conference rooms, and client offices
  • Assist with submitting work orders via Building Engines for office-related issues and visitor access
  • Open and close work areas at scheduled times, ensuring full operational readiness
  • Track, order, and restock office supplies, snacks, beverages, and stationery
  • Assist with printing and basic IT support requests

Administrative & Project Support

  • Draft proposals and support documentation as needed
  • Assist with invoicing, reporting, filing projects, and form completion
  • Prepare shipping labels and coordinate FedEx packages
  • Assist with ordering business cards
  • Coordinate birthday cards, retirement gifts, and other employee recognition items
  • Support desk reservations and seating coordination during peak office periods

Communication & Process Improvement

  • Answer incoming phone calls professionally and route to appropriate parties
  • Screen calls and direct messages to ensure timely and accurate communication
  • Maintain a high level of communication with all levels of staff, clients, and stakeholders
  • Create and update procedures and protocols
  • Identify opportunities to improve service delivery, efficiency, and overall client experience

Additional Responsibilities

  • Assist with ordering lunches for internal and external meetings
  • Perform ad hoc administrative and office support duties as assigned
  • Support additional tasks and projects as determined by management

Qualifications & Attributes

  • Exceptional customer service and hospitality skills
  • Ability to operate with discretion, professionalism, and confidentiality
  • Strong organizational and multitasking abilities
  • Flexible, adaptable, and comfortable managing changing priorities
  • Professional appearance and demeanor at all times
  • Proactive, dependable, and detail-oriented

The ideal candidate:

  • Appreciates variety in daily work operations
  • Is highly service-oriented and consistently goes above and beyond to meet client needs
  • Demonstrates a strong commitment to delivering an elevated, hospitality-focused experience
  • Thrives in a cross-functional environment requiring flexibility and adaptability
  • Is comfortable supporting high-profile individuals and maintaining the highest service standards

Job Tags

Work at office, Monday to Friday, Flexible hours, Shift work,

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