Workplace Operations - New York

SPS

Job Title: Facilities Operations Floater The Facilities Operations Floater is a cross-trained member of the Workplace Services team responsible for providing operational support across Mail Services, Reception, Guest Relations, Conference Services, and Workplace Operations. This position ensures seamless daily operations by providing coverage for scheduled absences, peak business periods, special events, and departmental projects while delivering exceptional customer service to employees, clients, and visitors. The ideal candidate is highly organized, adaptable, customer-focused, and capable of working independently in a fast paced corporate environment. Key Responsibilities Mailroom Operations • Process and manage all accountable (signature-required) packages received from USPS, FedEx, UPS, DHL, couriers, and messenger services. • Receive, sign for, sort, scan, and distribute incoming mail and packages throughout the day. • Deliver and collect mail and packages on assigned floors according to established schedules. • Prepare outgoing domestic and international shipments, ensuring proper packaging and labeling. • Investigate and resolve missing or delayed packages. • Maintain knowledge of employee seating locations and departmental moves to ensure accurate deliveries. • Operate mailroom equipment and shipping systems. • Maintain organized mailroom work areas and replenish mailroom supplies. • Escort couriers, delivery personnel, and vendors as needed. • Assist with special mailroom projects and departmental requests. Reception & Guest Services • Professionally welcome, greet, and assist all employees, clients, vendors, and visitors upon arrival. • Manage the reception desk while providing a positive first impression of the organization. • Register visitors, issue visitor badges, and notify hosts of guest arrivals. • Answer and direct incoming telephone calls in a courteous and professional manner. • Maintain visitor logs and ensure compliance with security and building access procedures. • Provide general information and directions to visitors and employees. • Coordinate with Security, Facilities, and other departments to ensure a seamless guest experience. • Monitor reception and lobby areas to maintain a clean, organized, and welcoming appearance. Maintenance & Event Support • Assist with conference room setup, breakdown, and room resets. • Coordinate with the Facilities Maintenance Team to ensure meeting rooms and event spaces are properly arranged for meetings, town halls, client presentations, and special events. • Assist with furniture setup, room configurations, signage placement, and event logistics. • Support catering deliveries, setup, replenishment, and cleanup. • Ensure meeting rooms are fully stocked with required supplies before meetings. • Respond promptly to meeting support requests throughout the day. Re-Set • Maintain clean, organized, and fully stocked pantry areas. • Restock coffee stations, beverages, snacks, and pantry supplies. • Replenish copy room paper and office supplies. • Receive and distribute workplace supplies to assigned floors. • Collect lost and found items from designated areas. • Report maintenance issues, safety concerns, or supply shortages promptly. • Support workplace appearance initiatives to maintain Class A office standards. General Facilities Support • Cross-train in all Workplace Services functions to provide operational coverage. • Assist with office moves, departmental projects, and special assignments. • Support emergency response activities when required. • Maintain accurate records and complete assigned administrative tasks. • Safely lift and transport materials weighing up to 25 pounds. • Perform additional duties as assigned. Qualifications • 2–5 years of experience in corporate facilities, hospitality, reception, conference services, mailroom operations, or workplace services. • Exceptional customer service and interpersonal skills. • Professional appearance and communication skills. • Strong organizational and time management abilities. • Ability to prioritize multiple tasks in a fast-paced environment. • Comfortable interacting with executives, employees, vendors, and clients. • Working knowledge of Microsoft Office and workplace technology. • Ability to work independently and as part of a collaborative team. • Flexibility to work overtime or adjust schedules to support business needs. Physical Requirements • Ability to stand and walk for extended periods throughout the workday. • Ability to lift, carry, push, or pull up to 25 pounds. • Ability to bend, reach, climb stairs, and perform routine physical workplace tasks. • Ability to work throughout multiple floors of the facility. Other Duties:  This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.    Compensation:  The expected compensation is an estimate, and the final offer will depend on skills, experience, and other job-related factors. Use of Artificial Intelligence (AI): No AI or automated decision-making tools are used to screen, assess, or select candidates for this role. Our company uses the Greenhouse applicant tracking system, which does not apply AI in these parts of the hiring process. Vacancy Status: This posting is for an existing vacancy. Pay Range $27—$28.50 USD WHAT WE OFFER * Career Growth: An opportunity to enter a job that allows you to learn new skills or use a variety of them that may lead you to uncover other career opportunities! * Learning & Development: At SPS, we promote a work culture of learning so that you can develop to be the best at what you do! * We Recognize Talent: We offer a variety of recognition programs for all levels of employees! * Benefit Offerings: Medical, Dental, Vision, HCFSA, DCFSA, HSA, Commuter Transit and Parking, Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity, Legal Program, Identify Theft Protection, Pet Discounts, Pet Insurance, Group Home and Auto Insurance, EAP, Short Term Disability, Life Insurance, Education Discounts, 401k w/ matching, Entertainment Discounts, & Paid Time Off. * Note: Please inquire with the Human Resources team for benefit offerings per role as regular positions that routinely are under 30 hours/week may have a different benefit offering. About SPS SPS is an award-winning employer of choice offering outsourcing solutions that leverage Intelligent Automation (Artificial Intelligence & Robotic Process Automation) in more than 22 countries across the globe. In North America, our services include Mailroom Management (both physical and digital), Office Services such as Reception, Lobby Concierge and Conference Room Management in addition to Document Processing Services utilizing leading edge technologies. Our clients today are companies in sectors such as banking, insurance, legal, higher education, advertising and other professional services, including many Fortune 500 companies. SPS is committed to delivering high caliber outsourcing experience to our clients and offering our employees challenging and exciting career opportunities throughout the North America region and globally. SPS is committed to investing in the professional development of our employees and offers competitive comprehensive benefits and diverse development training programs that lead to building careers. At SPS we embrace the uniqueness of our employees and are committed to the fair and equal treatment of all people, applicants, and employees by promoting a culture of access, inclusion, equity and diversity. SPS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual and reproductive health choices, national origin, age, disability, genetics, military status, gender identity or expression, sexual orientation and/or any other status protected by applicable law. Colorado only: We accept applications for an expected minimum of 5 days from the date it is posted. The posting may remain open longer as needed to ensure a robust and inclusive applicant pool. To ensure a fair and authentic interview process, applicants may not use AI tools or any other form of real-time assistance during interviews. SPS team members may use transcription or note-taking technology solely to support accurate interview documentation. SPS offers reasonable accommodations in the hiring and employment process for individuals with disabilities. If you need assistance in the application or hiring process to accommodate a disability, you may request an accommodation at any time. To view our privacy policy, click on the link below: Data Privacy Statement Acknowledgement Section: By submitting an application, by hitting "Submit Application", you certify that the information contained in this application is true and complete. You attest to the fact that the answers provided are correct to the best of your knowledge and ability. You certify that you have not knowingly withheld any information that might affect your chances for hiring. You understand that any false information or omission (including any misstatement) on this application or on any document used to secure this employment can be grounds for rejection of application or, if you are employed by SPS can be grounds for immediate termination from this company.

PhysicsX

ABOUT US PhysicsX is a deep-tech company with roots in numerical physics and Formula One, dedicated to accelerating hardware innovation at the speed of software. We are building an AI-driven simulation software stack for engineering and manufacturing across advanced industries. By enabling high-fidelity, multi-physics simulation through AI inference across the entire engineering lifecycle, PhysicsX unlocks new levels of optimization and automation in design, manufacturing, and operations — empowering engineers to push the boundaries of possibility. Our customers include leading innovators in Aerospace & Defense, Materials, Energy, Semiconductors, and Automotive. At PhysicsX, the Workplace & Employee Experience function exists to ensure that every employee — whether in London, New York or Singapore — experiences the same high standard of working environment, feels genuinely connected to the company's mission and culture, and has access to the tools, spaces and information they need to do their best work. When this function is working well, the environment it creates is itself a competitive advantage. The Office Manager is central to making that vision a reality on the ground. Responsible for the day-to-day running of the New York office (Flatiron area). This is a hands-on, varied role that requires someone who is a self-starter, organized, and genuinely passionate about creating great places to work. The role is led by your local Workplace Lead, while operating under shared standards and governance developed jointly across both regions. Day-to-day you will work most closely with the Workplace Lead in your region, while collaborating closely with your Office Manager counterpart in London (and in the future, Singapore). ---------------------------------------------------------------------------------------------------------------------------------- KEY RESPONSIBILITIES Office Operations * Manage the day-to-day running of the office, ensuring it is clean, well-stocked (snacks, stationary, cables etc), and fully operational at all times * Coordinate with building management, contractors, and suppliers to resolve maintenance issues promptly and ensure service delivery meets agreed standards * Maintain an accurate contractor tracker, keeping records of who has been on site, scope of work, and lead any relevant certifications or compliance documentation needed as per local law * Oversee facilities-related tasks including repairs, equipment maintenance, and general upkeep * Manage office consumables, supplies, and vendor relationships — placing orders and tracking stock levels * Maintain accurate records including asset registers, contractor logs, and compliance documentation * Support colleagues with access to operational systems (including Uber Business, SignInApp, and Perk), handling onboarding requests and day-to-day queries * Assisting with other ad-hoc cross functional projects when necessary Employee Experience * Serve as the first point of contact for office-related queries, creating a welcoming and responsive environment * Manage front of house and reception, ensuring visitors and employees receive a consistently exceptional experience * Coordinate and support the delivery of workplace events, PX talks, all-hands meetings, team socials, and other in-office activities * Manage office perks and amenities, including liaising with suppliers such as catering, coffee, and on-site services * Champion employee experience initiatives, actively seeking feedback and identifying improvements Health, Safety & Compliance * Work with your Workplace Lead to ensure the office meets all relevant local health and safety requirements * Carry out routine H&S checks and workplace inspections (e.g. fire safety, first aid stock, equipment checks), logging findings and completing required actions in the EHS system * Keep the EHS system up to date — uploading completed checks, incidents, risk assessments, and relevant documentation in line with agreed timelines * Maintain H&S records, conduct regular risk assessments in accordance to local regulations, and coordinate fire drills and emergency procedures * Liaise with the Workplace Lead on escalated compliance matters and act as the day-to-day compliance contact on-site * Support the onboarding of new joiners with office orientation, access setup, and induction logistics Access Control & Security * Liaise with Workplace Lead on office access control systems, maintaining accurate records of who has been granted access at all times * Liaise with Workplace Lead to process access changes promptly for new starters and leavers, ensuring no unnecessary access is retained * Conduct regular access audits and escalate any anomalies or concerns to the Workplace Lead Knowledge Management * Own and maintain all office-related pages in Notion, ensuring information is accurate, up to date, and useful for employees — including office guides, building access, amenities, visitor information, and seating plans * Keep operational pages current when processes or policies change, including travel (Perk), ground transport (Uber Business), and other tools employees rely on day-to-day * Proactively review documentation on a regular cadence rather than waiting for things to go out of date * Work with the Workplace Leads to ensure knowledge is structured consistently across EU and US. Collaboration & Governance * Work closely with colleagues across the function, contributing to shared standards, playbooks, and ways of working * Maintain regular communication with your Office Manager counterpart to ensure consistency of approach and share learnings * Escalate operational issues, budget requirements, or employee concerns to the Workplace Lead as appropriate * Contribute to the continuous improvement of workplace systems, processes, and documentation ---------------------------------------------------------------------------------------------------------------------------------- WHAT WE'RE LOOKING FOR Experience * Proven experience in an office management, facilities, or workplace operations role * Experience managing vendors and contractors, with an eye for quality and service standards * Comfortable with H&S responsibilities and familiar with relevant local compliance requirements * Experience managing or supervising others is desirable Skills & Attributes * Highly organized with strong attention to detail and the ability to manage multiple priorities simultaneously * A proactive self-starter who takes ownership, responsibility, and follows through without needing to be chased * Excellent interpersonal and communication skills — able to build strong relationships at all levels * A genuine passion for creating great workplace experiences and a high bar for quality * Comfortable working in a fast-paced, scale-up environment where things change quickly * Collaborative by nature, able to work effectively as part of a distributed global team ---------------------------------------------------------------------------------------------------------------------------------- WHAT YOU'LL BE PART OF PhysicsX's Workplace & Employee Experience function is built on a simple but ambitious belief: the physical and cultural conditions of work should never be a reason someone leaves, disengages or underperforms. When it's working well, the environment we create is a competitive advantage — a reason exceptional people stay, and a reason they tell others to join. The function delivers operationally excellent offices across UK, US and Singapore, a global standard for facilities and health and safety, workplace productivity tools governance, knowledge management as infrastructure, and company-wide culture and employee experience programs. It is co-led by two peer Workplace Leads — one for each geography — each owning their region locally while contributing to a shared global centre of excellence. As Office Manager, you sit at the core of that model, making the vision real for the people in your office every day. ---------------------------------------------------------------------------------------------------------------------------------- WORKING AT PHYSICSX This role is in-person in our New York office, M-F. We actively encourage applications from candidates of all backgrounds.   ---------------------------------------------------------------------------------------------------------------------------------- WHAT WE OFFER Work with a high-caliber, collaborative team of engineers, scientists, and operators who care deeply about doing great work, and about helping each other get better. We come from diverse backgrounds, but we share a commitment to operating at the highest level and addressing some of the most complex challenges out there. We also believe in balancing focused, ambitious work with a life beyond it. If you’re ambitious, thoughtful, and driven by impact, you’ll feel at home.    And it doesn’t stop there … 🚀 Equity options - share meaningfully in the company you’re helping to build. 💰 5% contribution to 401(k) - build long-term security with a strong retirement plan. 🍽️ Free team lunch 1x/week - good food, great company, and space to connect. 🏥 Private health insurance – comprehensive cover for you, offering total peace of mind. 👶 Enhanced parental leave – 3 months full pay paternity and 6 months full pay maternity leave, to provide extra flexibility during the moments that matter most. ☀️ 20 days of Annual Leave (+ Public Holidays) - because taking time to rest matters. 📈 Personal development – dedicated support for learning, development, and leveling up over time. 💪 Gympass / Wellhub (subsidized) – for you and up to 3 family members, supporting both physical and mental wellbeing. 💳 Flexible Spending Account (FSA) – set aside pre-tax dollars for eligible healthcare expenses. 🔎 Watch this space, we’re continuing to build this as we grow… Estimated salary for this role is $100,000 - $125,000 depending on experience. Seniority will be assessed throughout our interview process.   We value diversity and are committed to equal employment opportunity regardless of sex, race, religion, ethnicity, nationality, disability, age, sexual orientation or gender identity. We strongly encourage individuals from groups traditionally underrepresented in tech to apply. To help make a change, we sponsor bright women from disadvantaged backgrounds through their university degrees in science and mathematics.    We collect diversity and inclusion data solely for the purpose of monitoring the effectiveness of our equal opportunities policies and ensuring compliance with UK employment and equality legislation. This information is confidential, used only in aggregate form, and will not influence the outcome of your application.

SPS

SPS Global is seeking a polished and service-oriented Concierge to serve as the first point of contact for clients, guests, and vendors. This role is critical in delivering a professional, welcoming, and efficient front desk experience while maintaining the highest standards of customer service. The ideal candidate is engaging, resourceful, and confident, with a strong ability to create positive first impressions and provide seamless support across front desk and office services functions. ---------------------------------------------------------------------------------------------------------------------------------- JOB OVERVIEW As the first face of SPS offices, the Concierge plays a key role in shaping the workplace experience for all visitors and employees. This position ensures a high-quality lobby and front desk experience by providing prompt, courteous, and efficient service while maintaining a professional environment. The Concierge supports both reception and office services functions, ensuring smooth day-to-day operations and a consistent 5-star service experience. Reports To: Client Services Supervisor, Client Services Manager, or equivalent leadership ---------------------------------------------------------------------------------------------------------------------------------- WHAT YOU’LL DO RECEPTION & GUEST EXPERIENCE * Greet guests, clients, and vendors in a professional and welcoming manner * Check in visitors and create guest passes in accordance with security procedures * Maintain a polished and organized front desk and lobby environment * Assist clients with escorting guests as needed COMMUNICATION & FRONT DESK OPERATIONS * Answer incoming calls and direct them to the appropriate departments * Respond to inquiries with professionalism and efficiency * Provide clear and helpful information to visitors and employees OFFICE SERVICES SUPPORT * Provide general office services support as needed * Assist with administrative and workplace tasks to support daily operations * Maintain a high level of service across all touchpoints ---------------------------------------------------------------------------------------------------------------------------------- WHAT WE’RE LOOKING FOR REQUIRED * High School Diploma or equivalent * Strong customer service and communication skills * Professional appearance and demeanor * Ability to multitask and manage a fast-paced front desk environment * Strong organizational and interpersonal skills PREFERRED * Experience in reception, concierge, hospitality, or customer-facing roles * Experience working in a corporate or professional office environment ---------------------------------------------------------------------------------------------------------------------------------- COMPETENCIES * Customer-first mindset with a strong focus on service excellence * Confident, engaging, and professional demeanor * Strong verbal and written communication skills * Resourcefulness and problem-solving ability * Ability to remain calm and composed under pressure * Attention to detail and organizational skills ---------------------------------------------------------------------------------------------------------------------------------- PHYSICAL REQUIREMENTS * Ability to sit, stand, and walk for extended periods * Manual dexterity for operating phones and office equipment Travel: None or negligible ---------------------------------------------------------------------------------------------------------------------------------- WHAT WE OFFER Career Growth: Opportunities to expand into broader office services and workplace operations roles. Learning & Development: A culture that supports continuous learning and professional growth. We Recognize Talent: Recognition programs across all employee levels. Benefit Offerings: Medical, Dental, Vision, HCFSA, DCFSA, HSA, Commuter Transit and Parking, Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity, Legal Program, Identity Theft Protection, Pet Discounts, Pet Insurance, Group Home and Auto Insurance, EAP, Short Term Disability, Life Insurance, Education Discounts, 401k with matching, Entertainment Discounts, and Paid Time Off. Note: Please inquire with Human Resources regarding benefit offerings for roles under 30 hours per week, as eligibility may vary. ---------------------------------------------------------------------------------------------------------------------------------- Disclaimer: This job description is not intended to be a comprehensive listing of duties or responsibilities. Duties may change at any time with or without notice.   Compensation:  The expected compensation is an estimate, and the final offer will depend on skills, experience, and other job-related factors. Use of Artificial Intelligence (AI): No AI or automated decision-making tools are used to screen, assess, or select candidates for this role. Our company uses the Greenhouse applicant tracking system, which does not apply AI in these parts of the hiring process. Vacancy Status: This posting is for an existing vacancy. Pay Range $18—$19 USD WHAT WE OFFER * Career Growth: An opportunity to enter a job that allows you to learn new skills or use a variety of them that may lead you to uncover other career opportunities! * Learning & Development: At SPS, we promote a work culture of learning so that you can develop to be the best at what you do! * We Recognize Talent: We offer a variety of recognition programs for all levels of employees! * Benefit Offerings: Medical, Dental, Vision, HCFSA, DCFSA, HSA, Commuter Transit and Parking, Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity, Legal Program, Identify Theft Protection, Pet Discounts, Pet Insurance, Group Home and Auto Insurance, EAP, Short Term Disability, Life Insurance, Education Discounts, 401k w/ matching, Entertainment Discounts, & Paid Time Off. * Note: Please inquire with the Human Resources team for benefit offerings per role as regular positions that routinely are under 30 hours/week may have a different benefit offering. About SPS SPS is an award-winning employer of choice offering outsourcing solutions that leverage Intelligent Automation (Artificial Intelligence & Robotic Process Automation) in more than 22 countries across the globe. In North America, our services include Mailroom Management (both physical and digital), Office Services such as Reception, Lobby Concierge and Conference Room Management in addition to Document Processing Services utilizing leading edge technologies. Our clients today are companies in sectors such as banking, insurance, legal, higher education, advertising and other professional services, including many Fortune 500 companies. SPS is committed to delivering high caliber outsourcing experience to our clients and offering our employees challenging and exciting career opportunities throughout the North America region and globally. SPS is committed to investing in the professional development of our employees and offers competitive comprehensive benefits and diverse development training programs that lead to building careers. At SPS we embrace the uniqueness of our employees and are committed to the fair and equal treatment of all people, applicants, and employees by promoting a culture of access, inclusion, equity and diversity. SPS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual and reproductive health choices, national origin, age, disability, genetics, military status, gender identity or expression, sexual orientation and/or any other status protected by applicable law. Colorado only: We accept applications for an expected minimum of 5 days from the date it is posted. The posting may remain open longer as needed to ensure a robust and inclusive applicant pool. To ensure a fair and authentic interview process, applicants may not use AI tools or any other form of real-time assistance during interviews. SPS team members may use transcription or note-taking technology solely to support accurate interview documentation. SPS offers reasonable accommodations in the hiring and employment process for individuals with disabilities. If you need assistance in the application or hiring process to accommodate a disability, you may request an accommodation at any time. To view our privacy policy, click on the link below: Data Privacy Statement Acknowledgement Section: By submitting an application, by hitting "Submit Application", you certify that the information contained in this application is true and complete. You attest to the fact that the answers provided are correct to the best of your knowledge and ability. You certify that you have not knowingly withheld any information that might affect your chances for hiring. You understand that any false information or omission (including any misstatement) on this application or on any document used to secure this employment can be grounds for rejection of application or, if you are employed by SPS can be grounds for immediate termination from this company.