Workplace Operations & Events Specialist

Workplace Operations & Events Specialist

Pay Range: $20.18 - $26.28 per hour

Position Profile

The Workplace Operations & Events Specialist is responsible for coordinating and supporting onsite meetings, conferences, workplace events, and day-to-day office services while delivering an exceptional customer experience. This role serves as a key resource for event planning logistics, meeting room setup and breakdown, workplace readiness, mail and shipping services, document services, and general workplace operations.

The ideal candidate has experience in event coordination, hospitality, conference services, workplace operations, or office administration and enjoys working in a fast-paced, customer-focused environment. This position requires strong organizational skills, attention to detail, professionalism, and a proactive approach to supporting employees, visitors, vendors, and business leaders.

This is a physically demanding, hands-on role that requires frequent movement throughout the facility, lifting and moving equipment and furniture, setting up meeting spaces, and supporting large meetings and events from start to finish. In addition to event support, the Workplace Operations & Events Specialist assists with print production, mail services, shipping and receiving, workplace operations, and other office support functions.

Job Duties and Responsibilities

• Coordinate and support corporate meetings, conferences, training sessions, and special events from setup through breakdown.
• Prepare conference rooms and meeting spaces, including furniture arrangements, room resets, audiovisual support, and workplace readiness activities.
• Serve as a primary point of contact for meeting and event support requests.
• Collaborate with customers, administrative teams, vendors, and leadership to ensure successful execution of meetings and events.
• Provide exceptional customer service and respond to workplace service requests in a timely and professional manner.
• Operate high-volume production copiers, scanners, printers, and related office equipment.
• Perform document production, copying, scanning, imaging, binding, finishing, and quality control functions.
• Ensure convenience copiers and office equipment are operational through routine inspections and maintenance support.
• Troubleshoot basic equipment issues and escalate service requests to technicians when necessary.
• Stock paper, toner, and other supplies to ensure equipment readiness.
• Process incoming and outgoing mail, packages, courier deliveries, and shipping requests.
• Perform shipping and receiving duties, including tracking, distribution, and inventory management.
• Distribute mail, packages, office supplies, and other materials throughout the facility.
• Maintain accurate service logs, inventory records, meter readings, operational reports, and job tracking documentation.
• Calculate charges for completed work and maintain associated records when required.
• Respond to and coordinate customer service requests related to print, mail, shipping, and workplace support services.
• Deliver completed work to designated customer locations within and outside the facility.
• Support filing, records management, document archiving, and retrieval activities.
• Assist with office moves, workspace reconfigurations, and building occupant relocations as needed.
• Maintain organized, clean, and professional service areas.
• Support hospitality services and reception coverage on an occasional basis.
• Perform light facility support and workplace maintenance duties as assigned.
• Travel between customer buildings or work areas as required.
• Support Ricoh Service Excellence initiatives and ensure operational metrics and job data are accurately captured.
• Perform additional duties as assigned.

Qualifications (Education, Experience, and Certifications)

Required Qualifications

• High school diploma or GED required.
• 1-2 years of experience in event coordination, workplace services, office operations, hospitality, conference services, customer service, or a related field.
• Strong customer-facing experience in a professional environment.
• Basic computer proficiency, including Microsoft Office applications.

Preferred Qualifications

• Experience coordinating corporate meetings, conferences, workplace events, or employee programs.
• Experience supporting conference centers, hotels, hospitality environments, or workplace services teams.
• Experience operating production printers, copiers, scanners, or mailroom equipment.
• Experience with shipping, receiving, and mail services.
• Valid driver's license may be required based on site needs.

Knowledge, Skills, and Abilities

• Strong event coordination and organizational skills.
• Excellent customer service and relationship-building abilities.
• Professional verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and follow-through.
• Basic troubleshooting and problem-solving skills.
• Ability to work independently with minimal supervision.
• Ability to learn and operate office technology, production equipment, and workplace service tools.
• Working knowledge of shipping, receiving, mail processing, and document management procedures is preferred.
• Ability to understand and follow operational procedures and service-level commitments.

Working Conditions, Mental and Physical Demands

• Professional office, conference, and workplace services environment with frequent interaction with employees, visitors, customers, and vendors.
• Frequent exposure to copier, printer, mailroom, and shipping equipment.
• Frequent setup and breakdown of meetings, conferences, training sessions, and workplace events.
• Significant physical activity throughout the workday, including standing, walking, bending, stretching, reaching, lifting, pushing, and pulling.
• Ability to lift and carry up to 50 pounds on a regular basis.
• Ability to move tables, chairs, carts, packages, mail bins, and workplace equipment as needed.
• May occasionally assist with moving equipment weighing up to 400 pounds using proper equipment and safety procedures.
• Exposure to varying weather conditions when traveling between buildings.
• Ability to work under tight deadlines and manage multiple customer requests with quick turnaround times.
• Occasional overtime, weekend support, or emergency response activities may be required.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with a job.