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Workplace Concierge and Experience Coordinator
Index Exchange
New YorkOn-site1mo ago
- Employment
- Full-time
About the role
- Adaptable: Thrive in organizations that constantly evolve and adapt
- Independent: Comfort with ambiguity and self-starter with an aptitude for defining new processes
- Problem solver: Experience working with teams and collaborating across groups to achieve desired results.
- Collaborator: Work closely with the Global Workplace team and other Index departments such as IT & People Ops, Community
- Detail oriented: High attention to detail, ensuring quality and accuracy of work
- Willingness to learn: Welcome continual feedback and seek to learn on an ongoing basis
- Creativity: Creative thinker and ability to build out creative content
- Passionate: Curious and love experimenting with different approaches to find the most efficient solution to a problem
- Serve as the primary point of contact for Indexers, visitors, candidates, and guests, ensuring a seamless, welcoming, and high-quality experience at every interaction.
- Act as a steward of company culture, helping foster a positive and engaging office environment
- Coordinate office lunch programs (e.g., weekly Thursday lunches), including vendor coordination, ordering, delivery, office communications and setup
- Maintain café and tea points, ensuring consistent stocking, cleanliness, and presentation standards
- Partner with Community to support onsite events, activations, and employee engagement initiatives
- Serve as a liaison between the Workplace team and local employees to ensure needs are met
- Collaborate with IT, People Ops, and Community to support onboarding and offboarding processes, including workstation setup, equipment coordination, office access, and delivering a smooth first-day experience, while ensuring an easy and efficient equipment return process for offboarding employees.
- Assist with daily office operations to ensure a clean, organized, and fully functional workspace
- Coordinate the ordering and restocking of office supplies, pantry items, and workplace equipment, ensuring all purchases align with team guidelines and approval processes.
- Coordinate with vendors and building management for services such as cleaning, maintenance, repairs, and deliveries
- Ensure all vendors comply with building policies and requirements
- Handle incoming and outgoing mail and packages, ensuring timely distribution and organization
- Maintain common areas, conference rooms, kitchens, and restrooms to high standards
- Proactively monitor office operations, resolve day-to-day issues, and escalate to the Workplace Manager to ensure smooth, uninterrupted workplace operations.
- Support office safety and compliance, including emergency procedures and coordination of drills
- Partner with the global Workplace team to keep documents organized—handling scanning, filing, and maintaining accurate, up-to-date records.
- Respond to and manage requests submitted via Jira, providing backup support as needed
- Assist with outgoing shipments and returns via FedEx, including label creation, scheduling pickups, tracking deliveries, and ensuring cost-effective shipping practices.
- Act as the Workplace team admin, managing weekly global meeting agendas and Fun Friday coordination, while tracking employee milestones and partnering with Workplace Managers to deliver thoughtful, inclusive recognition moments
- Assist with planning and executing internal events and onsite meetings, including room set-ups, catering, and visitor access.
- Support and manage conference room scheduling, resolving conflicts as needed
- Partner with internal teams (Workplace, IT, Community) to deliver seamless meeting and event experiences
- Assist with larger onsite events and special projects as needed
- Commitment to training and skills development – you already have or willing to obtain specialized training related to the job such as Heights (ladder safety), Lean Six Sigma, St. John Ambulance or local equivalent
- Strong communication skills: verbal, written and listening
- Proficiency in Confluence, Adobe Cloud, Canva, Microsoft Office Suite, Jira
- Attention to detail, ability to multitask, organize, and prioritize
- Videography, art, or creative background would be an asset
- Experience in creation and editing of video content would be an asset
- 2‐4 years of related work experience
- While performing the duties of this job, the employee is regularly required to sit and use their hands to handle or feel objects, as well as speak and hear clearly.
- The employee may occasionally need to lift and/or move up to 25 pounds.
- Flexibility in schedule is required, including the ability to adjust working hours to support business needs.
- Monday to Friday : 8:30 AM to 4:30 PM EST
- Comprehensive health, dental, and vision plans for you and your dependents
- Paid time off, health days, and personal obligation days plus flexible work schedules
- Competitive retirement matching plans
- Equity packages
- Generous parental leave available to birthing, non-birthing, and adoptive parents
- Annual well-being allowance plus fitness discounts and group wellness activities
- Employee assistance program
- Mental health first aid program that provides an in-the-moment point of contact and reassurance
- One day of volunteer time off per year and a donation-matching program
- Monthly town halls and regular community-led team events
- Multiple resources and programming to support continuous learning
- A workplace that supports a diverse, equitable, and inclusive environment – learn more here
Perks & benefits
- Vision Insurance
- Paid Time Off
- Pension Matching
- Equity Compensation
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