Workplace Experience Coordinator

Job Title: Workplace Experience Coordinator

Job Description

The Workplace Experience Coordinator delivers a world-class customer service experience to employees and visitors in a designated office building. This role supports a wide range of workplace services, including reception, mailroom operations, office supplies, onboarding support, and on-site events, ensuring the workplace runs smoothly and feels welcoming and efficient for everyone.

Responsibilities

• Serve as the first point of contact for everyone entering the facility, greeting all visitors and employees with a friendly, professional, and welcoming demeanor.
• Issue visitor and parking passes while following established security protocols and procedures.
• Answer incoming telephone calls in a professional manner, creating a positive first impression and directing inquiries appropriately.
• Create basic presentations and speak to groups of various sizes as needed to support workplace communications and events.
• Sort, distribute, and organize incoming and outgoing mail to ensure timely and accurate delivery throughout the office.
• Handle print operations by operating printers, copiers, and related equipment to support daily business needs.
• Receive, log, and distribute packages and deliveries in the mailroom, ensuring proper documentation and timely processing.
• Perform physical tasks such as lifting packages or materials weighing up to 25 pounds as part of mailroom and office support duties.
• Move throughout the office to deliver mail, collect documents, and provide support to various departments as needed.
• Coordinate and execute workplace services including mail services, office supply services, and onboarding support for new employees.
• Arrange and confirm recreational, dining, and business activities on behalf of requestors.
• Acknowledge inquiries or complaints from employees, guests, and co-workers, and provide solutions in a professional, customer service–driven manner.
• Organize and manage on-site events, including securing event space, coordinating room setup and tear down, and arranging delivery of supplies.
• Follow property-specific security and emergency procedures, and promptly notify appropriate parties to help ensure the safety of all individuals in the building.
• Coordinate with vendors who supply services or goods to the workplace, supporting smooth delivery and service execution.
• Explain detailed or complex information clearly within the team and follow specific directions provided by leadership.
• Use existing procedures and clearly defined methods to complete daily tasks and solve straightforward problems, while maintaining a high standard of accuracy and reliability.
  
  

Essential Skills

• High School Diploma or GED.
• Up to 2 years of job-related experience in administrative support, office services, customer service, or a similar role.
• Ability to follow established work routines, procedures, and standards consistently.
• Strong communication skills to exchange clear and straightforward information in person, by phone, and in writing.
• Working knowledge of Microsoft Office applications, including Word, Excel, Outlook, and similar tools.
• Strong organizational skills with the ability to manage multiple tasks and priorities in a busy office environment.
• Capability to lift and move packages or materials up to 25 pounds as part of daily responsibilities.
• Customer service mindset with the ability to respond professionally to inquiries and resolve issues promptly.
  
  

Additional Skills & Qualifications

• Experience in mailroom operations, print services, or facilities support is beneficial.
• Experience in office administration, front desk reception, or workplace coordination is an advantage.
• Comfort presenting information and speaking to groups of various sizes.
• Ability to work effectively with vendors and internal stakeholders to coordinate services and events.
• Inquisitive mindset with a willingness to learn existing procedures and continuously improve the workplace experience.
  
  

Work Environment

This is an on-site role in a professional office building, with standard hours of 8:00 a.m. to 5:00 p.m., Monday through Friday. The position sits within an office and soft services environment, supporting employees, visitors, and guests throughout the facility. You will move frequently around the office to deliver mail, support events, and assist various departments, and you will spend time in both front-of-house reception areas and back-of-house spaces such as mailrooms and supply areas. The role involves regular use of office equipment including computers, printers, copiers, and standard Microsoft Office software. You will occasionally lift and move packages or materials up to 25 pounds as part of mail and package handling. The environment follows property-specific security and emergency procedures, and you will collaborate with vendors and internal teams to maintain a safe, organized, and welcoming workplace. Professional attire is expected to reflect the polished, customer-focused nature of the rol

Job Type & Location

This is a Contract position based out of Boston, MA.

Pay And Benefits

The pay range for this position is $23.00 - $25.00/hr.

Requirements

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)
  
  

Workplace Type

This is a fully onsite position in Boston,MA.

Application Deadline

This position is anticipated to close on May 28, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.