Workplace Services Specialist

Job Description Summary:

The Office Support Specialist supports day-to-day workplace operations in the Needham office and helps ensure a professional, efficient, welcoming, and well-maintained environment for associates, clients, and visitors. This on-site role combines workplace operations, facilities support, office services, hospitality, and executive administrative support for two senior advisors. The position applies standard procedures and sound judgment to complete moderately complex assignments, resolve routine service needs, support Workplace Services programs, and partner effectively with Workplace Services leadership, senior advisors, clients, site stakeholders, vendors, service providers, and peers across locations.

The role is ideal for someone who enjoys being the visible on-site hub for the office while blending client service, office operations, hospitality, relationship management, and executive support for senior advisors in a collaborative, people-focused environment.

Job Description:

Primary Responsibilities

• Support daily office operations by maintaining reception areas, conference rooms, common spaces, kitchens, pantries, supply areas, and shared workspaces so they remain organized, stocked, professional, client-ready, and ready for daily use.
• Serve as the primary on-site support contact for the Needham office by welcoming clients, visitors, and associates; providing phone coverage; supporting reception and administrative team needs; and delivering a positive office experience.
• Provide executive administrative support to two senior advisors, including client meeting coordination, scheduling outreach and confirmations, calendar and meeting logistics, limited travel coordination, expense support, CRM updates, and routine administrative follow-through.
• Support senior advisor client relationships by helping coordinate timely communication, meeting logistics, and a seamless client experience throughout the year.
• Perform routine operational checks, monitor supplies, room readiness, basic equipment functionality, and ongoing office needs; resolve routine workplace service requests and escalate issues when appropriate.
• Coordinate catering, conference room logistics, room readiness, and event support so meeting spaces are prepared, welcoming, stocked, and professionally maintained before and after client meetings and office events.
• Support phone coverage and call-tree processes by answering or routing calls, following established procedures, and helping maintain accurate call-tree information as directed.
• Assist with office moves, workspace set-ups, operational projects, shipping and mail services, scanning, scheduling support, and other administrative needs.
• Prioritize work, adapt to changing needs, complete assignments reliably, identify office improvements, contribute to process improvements, and share best practices with colleagues across locations.
• Support Workplace Services initiatives, office programs, and consistent delivery of workplace standards by communicating updates, reminders, and important information to office teams.
• Coordinate vendor and facility services by partnering with building management, maintenance providers, delivery services, and other vendors; submitting and monitoring service requests or facility tickets; coordinating logistics and access; tracking requests to completion; and providing status updates.
• Support safety, emergency preparedness, business continuity, and site readiness by assisting with safety initiatives, maintaining emergency supplies, postings, and readiness plans, and escalating concerns as needed.
• Partner with Workplace Services leadership, site stakeholders, senior advisors, clients, vendors, service providers, and peers across locations to ensure a safe, well-supported, and consistently operated office environment.

Qualifications

• Education: High School diploma or equivalent.
• 2+ years of related experience in office support, administrative support, workplace services, hospitality, client service, or executive/advisor support.
• Broad understanding of workplace, office, facilities, or building operations, with the ability to complete a range of assignments in resourceful and effective ways.
• Professional, customer-focused communication style with associates, clients, visitors, vendors, and internal partners.
• Strong organization, follow-through, attention to detail, communication, discretion, adaptability, multitasking, and ability to prioritize competing needs.
• Proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, and PowerPoint.
• Ability to coordinate client meetings, manage scheduling details, support administrative follow-through, and communicate effectively with clients, senior advisors, associates, vendors, and internal partners.
• Experience in workplace services, office operations, facilities support, hospitality, reception, administrative support, executive support, advisor support, or a related customer-facing support role. (preferred)
• Exposure to safety, emergency preparedness, business continuity, or site-readiness activities.(preferred)
• Familiarity with vendor coordination, service request or ticketing workflows, workplace technology, building operations, workplace readiness, and shared workplace standards.(preferred)

Work Environment & Physical Requirements

This position is primarily on-site in a professional office environment. The role may require standing, walking, moving light to moderate supplies, and supporting workplace set-up, reset, and readiness activities to enable daily operations.

The Workplace Services Specialist is a non-exempt position. The annualized base pay range for this role is expected to be between $60,000- 70,000/year. Actual base pay could vary based on factors including but not limited to experience, subject matter expertise, geographic location where work will be performed, and the applicant's skill set. The base pay is just one component of the total compensation package for employees. Other rewards may include an annual cash bonus and a comprehensive benefits package.

Focus Partners is an organization of wealth, asset, and business management resources that brings strength, innovation, and partnership to client relationships. Through a comprehensive range of services, Focus Partners supports clients at every stage of life, helping them manage their financial future. Focus Partners uses research-backed investment strategies to create custom-built portfolios and delivers personalized wealth planning solutions to clients in all 50 states. Focus Partners is part of Focus, a leading financial services firm comprised of wealth management, family office, and business management services. To learn more about Focus, visit focuspartners.com or follow the company on LinkedIn.

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Focus is a leading financial services firm comprised of integrated wealth management, family office, and business management services. Blending deep expertise and expansive resources with a boutique, client-first fiduciary philosophy, Focus helps individuals, families, and institutions navigate complex financial situations with highly personalized solutions tailored to their unique needs. To learn more about Focus, visit www.focusfinancialpartners.com or follow the company on LinkedIn.

EEO Statement: Focus is an equal opportunity employer and bases its employment decisions on the employee or candidate’s skillset, and without regard to an employee or candidate’s race, color, religion, sex (including pregnancy), gender identity, sexual orientation, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by local, state and/or federal law.

Focus complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact [email protected]

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For Montana Applicants: If hired, the employment relationship is governed by the Wrongful Discharge from Employment Act. Mont. Code Ann. Section 39-2-901.

For Rhode Island Applicants: Focus is subject to Chapters 29-38 of Title 28 of the General Laws of Rhode Island and is therefore covered by the state’s workers’ compensation law. If you willfully provide false information about your ability to perform the essential functions of the job, with or without reasonable accommodations, you may be barred from filing a claim under the provisions of the Workers’ Compensation Act of the State of Rhode Island if the false information is directly related to the personal injury that is the basis for the new claim for compensation. The Company complies fully with the Americans with Disabilities Act.