Open the office each morning: conduct a full walkthrough of all floors, common areas, conference rooms, pantries, and restrooms before staff arrive.
Identify and address deficiencies directly such as spills, stocking gaps, furniture misalignment, lighting ensuring the space is guest-ready throughout the day.
Submit, track, and close facility work orders with building management and Freshservice; escalate unresolved issues with documentation.
Perform minor facilities fixes: rehinging frames, tightening loose furniture, replacing light bulbs, addressing small cosmetic wear.
Escalate repairs beyond minor scope to building management or the appropriate vendor; follow through to resolution.
Confirm the office is secured, HVAC is set correctly, and the space is ready for the next business day at close.
Supply Chain & Inventory Management
Monitor supply levels across all floors; initiate reorders via Corporate Essentials, FreshDirect, and other vendors before stock runs low.
Audit supply closet organization weekly; maintain par levels for pantry snacks, paper products, cleaning supplies, and office consumables.
Perform morning pantry stocking, trash checks (to report to Guardian), and supply replenishment.
Verify delivery accuracy on all incoming orders; log discrepancies and follow up with vendors.
Maintain an accurate vendor contact list, delivery schedule, and service calendar.
Vendor & Delivery Coordination
Serve as the first point of contact for Guardian Building Services during their daily visit; confirm all contracted tasks are completed before they depart.
Receive and coordinate all vendor deliveries including catering, pantry supplies, and facilities products.
Direct vendors to appropriate delivery locations; ensure escort per Intapp and building security protocols.
Receive, sort, and organize employee packages in designated pickup areas; notify employees promptly upon arrival.
Maintain current certificates of insurance (COIs) on file for all active vendors; flag expirations to the Sr. Workplace Experience Manager.
Reception & Front Desk Coverage as needed
Cover the reception desk as needed throughout the day mainly as a backup.
Greet and professionally check in employees, visitors, and clients upon arrival.
Issue and track visitor badges in accordance with building access protocols.
Manage visitor logs and maintain an organized, professional front desk environment.
Coordinate with building security for access needs, visitor clearance, and after-hours entry.
Handle incoming and outgoing mail and packages.
Meeting Room & Event Support
Manage meeting room setup and breakdown for internal meetings, all-hands, and client visits.
Arrange tables, chairs, AV equipment, and event materials per specifications provided by the Sr.Workplace Experience Manager.
Coordinate food and beverage setup for meetings and catered events.
Conduct post-event walkthroughs to confirm spaces are fully reset for the next business day.
Partner with the Sr. Workplace Experience Manager on planning and logistics for larger office gatherings.
Workplace Experience & Hospitality
Deliver a hospitality forward, service-oriented experience for all employees and guests.
Anticipate employee and visitor needs proactively throughout the day.
Support the onboarding experience for new hires: prepare workstations.
Maintain a visible, approachable presence on the floor throughout the workday.
Administrative & Operational Support
Maintain accurate records of supply inventory, delivery logs, and open facility requests including COIs and vendor contracts.
Maintain confidentiality when handling employee information, access records, or sensitive operational matters.
Contribute to process improvement by flagging recurring issues and recommending solutions.
Guardian Building Services Oversight
Oversee Guardian staff performance daily and confirm all assigned duties are completed on schedule.
Qualifications
3–5 years of experience in facilities coordination, workplace operations, or office management.
Basic HVAC and BMS understanding
Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
Hands-on, proactive approach to daily operations — comfortable performing facilities tasks directly as needed.
Clear verbal and written communication skills; able to coordinate effectively with vendors, building management, and internal teams.
Demonstrated commitment to service excellence and a hospitality-forward approach to the workplace.
Proficient in tools such as Envoy, FreshService, Microsoft Teams, Office, and SharePoint.
Ability to lift and move supplies and equipment as part of routine office operations.
What you will gain at Intapp
At Intapp, you’ll get the opportunity to bring your talents and intellectual curiosity to create better outcomes for our people and our clients. You’ll be part of a growing public company, with a modern work environment that’s connected yet flexible and where your professional growth and well-being are top priorities. We’ll collaborate and grow together, supporting each other in a positive, open atmosphere that fosters creativity, innovation, and teamwork.
Here, you will have the opportunity to
Expand Your Skills: Unlock your potential with professional development opportunities supported by a community of experienced professionals. We offer reimbursement for training and continuing education to help you stay ahead in your career.
Enjoy Where You Work: Thrive in our modern, open offices designed to inspire creativity and collaboration. Our complimentary lunches and fully stocked kitchens ensure you have everything you need to stay energized throughout the day.
Support What Matters Most: Our comprehensive wellness and flexible time off programs and our benefits are designed to care for you and your family. Our family-formation benefits and support during your family-building journey ensure you have the resources you need when it matters most. We believe in giving back and supporting our communities with paid volunteer time off and a donation matching program for the causes you care about.
For New York recruitment - salary from $44 to $54 per hour
Your actual base salary will be determined by factors such as relevant experience, geographic location, and internal equity. In addition to base salary, variable compensation and equity may also be included.
Intapp provides equal employment opportunities to all qualified applicants and will make hiring decisions without regard to race, color, sex, sexual orientation, gender identity or expression, religion, national origin or ancestry, age, disability, marital status, pregnancy, protected veteran status, protected genetic information, political affiliation, or any other characteristic protected by federal, state or local laws.
Please note: Intapp will not hire through text message, social media, or email alone. We will never extend a job offer unless you have been contacted directly by an Intapp recruiter and have participated in the interview process which will generally consist of 3 or more virtual or in person meetings. Please note that Intapp only uses company email addresses, which contain “@intapp.com” or “@dealcloud.com” to communicate with candidates via email. Intapp will never ask for financial information of any kind or for any payment during the job application process. We post all legitimate job openings on the Intapp Career Site at https://www.intapp.com/working-at-intapp/. If you believe you were a victim of such a scam, you may contact your local authorities. Intapp is not responsible for any claims, losses, damages, or expenses resulting from scammers.
