Facilities Workplace Experience Coordinator in New York, New York at Getty Images

Employee Experience & Workplace Services

• Act as the primary on-site contact for employees, visitors, vendors, and partners.
• Deliver a seamless, hospitality-driven workplace experience that supports employee engagement, productivity, and collaboration.
• Coordinate visitor registrations and logistics, ensuring a professional and welcoming experience from arrival through departure.
• Ensure conference rooms, meeting spaces, and collaboration areas are consistently presented, functional, and fully equipped.
• Support employees with workplace tools and services, including desk reservation system and office amenities.
• Respond promptly to workplace requests, providing proactive communication, effective problem resolution, and exceptional customer service.
• Support employee onboarding by coordinating workspace setup, access requests, equipment readiness, and welcome arrangements.
• Assist with offboarding activities, including workspace recovery, access deactivation, and coordination with key stakeholders.

Workplace Operations

• Maintain a highly professional, organized, and operationally efficient office environment that reflects company standards and culture.
• Oversee the day-to-day management of kitchens, pantries, collaboration spaces, copy areas, and shared amenities to ensure they remain clean, stocked, and fully functional.
• Manage inventory and procurement of workplace, pantry, and office supplies, ensuring cost-effective stock management and service continuity.
• Coordinate incoming and outgoing mail, courier services, shipments, and package distribution.
• Maintain storage areas, workplace inventories, and asset records in an organized and accurate manner.
• Administer workplace systems and tools, including desk reservation software, occupancy related processes, and workplace data reporting.
• Monitor office utilization trends and identify opportunities to enhance workplace services and employee experience.

Facilities & Vendor Management

• Act as the on-site representative for Facilities, championing workplace standards, identifying opportunities for continuous improvement, and ensuring alignment with broader corporate workplace strategies.
• Serve as the day-to-day liaison with building management, engineering teams, and service providers to ensure seamless workplace operations.
• Coordinate, monitor, and follow through on maintenance requests and facilities issues, ensuring timely resolution and stakeholder communication.
• Manage relationships with key service providers, including janitorial, recycling, pest control, HVAC, food services, office supplies, and courier vendors.
• Conduct regular workplace inspections to proactively identify issues and maintain a consistently high standard across the office.
• Verify vendor work is completed in accordance with agreed service levels and escalate concerns where necessary.
• Maintain vendor records, service schedules, and facilities documentation, ensuring accuracy and compliance.

Events, Meetings & Hospitality

• Coordinate workplace hospitality services for meetings, employee events, town halls, leadership visits, and other business activities.
• Support the planning and execution of executive meetings, Board meetings, and high-profile visitor engagements.
• Manage meeting and event logistics, including room setup, catering, audio-visual requirements, furniture arrangements, and post-event reset.
• Partner with HR, Technology, Internal Communications, and business leaders to deliver engaging workplace initiatives and employee programs.
• Ensure hospitality and service standards consistently support a professional, welcoming, and premium workplace experience.

Health, Safety & Compliance

• Support workplace health, safety, and wellbeing initiatives, helping maintain a safe and compliant working environment.
• Coordinate emergency preparedness activities, including fire drills, evacuation planning, and workplace communications.
• Maintain first aid provisions, workplace notices, emergency resources, and compliance-related records.
• Partner with building management and vendors to ensure required certifications, documentation, and compliance requirements remain current.
• Promote a culture of safety, inclusion, and workplace responsibility across the office.

Administration & Reporting

• Process invoices, purchase card transactions and purchase orders, in accordance with company procedures.
• Maintain accurate facilities records, workplace documentation, floor plans, and asset information.
• Track workplace requests and service activities, providing updates and reporting to stakeholders as required.
• Support budget administration, expense tracking, and reporting for workplace and facilities services.
• Maintain and update local workplace resources, including SharePoint content, office guides, and employee information.
• Deliver proactive workplace communications through approved channels, keeping employees informed of facilities updates, office activities, and service-related matters