People Experience & Office Coordinator

Wpromote•New York City, NY

4d•Hybrid

About The Position

The People Experience & Office Coordinator is the heartbeat of Wpromote x Giant Spoon’s New York office — the go-to person who keeps things running smoothly, makes employees and guests feel welcome, and plays an active role in building the kind of culture employees love. This hybrid role sits on the People Operations team and partners closely with the broader People Operations team as well as IT, Payroll, and other cross-functional partners. You will be based out of our Wpromote x Giant Spoon NYC headquarters Tuesday through Thursday each week, with in-person flexibility on Mondays and Fridays, with remote management responsibilities for our Industrious Midtown shared workspace. The ideal candidate is organized, energetic, and genuinely passionate about creating great experiences — whether that's a seamless first day for a new hire, a well-run team event, or a spotless kitchen. You have a natural enthusiasm for people programming and a deep appreciation for DEI, and you'll play an active role in supporting Employee Resource Groups and helping build a workplace where every employee feels seen and valued. You thrive in a fast-paced environment, know how to juggle competing priorities, and bring a can-do attitude to everything you do.

Requirements

2+ years of administrative, office management, or people operations experience
A can-do attitude and genuine willingness to step in wherever help is needed
Excellent customer service skills and the ability to make people feel welcome and cared for
Strong written and verbal communication skills
Solid ability to multitask, stay organized, and pay close attention to detail
Positive energy, professionalism, and punctuality
Flexibility to adapt as priorities shift in a fast-paced environment
Aptitude to work independently and collaboratively within a team
Ability to maintain confidentiality in all aspects of employee and agency information

Nice To Haves

Experience in a digital marketing, advertising, or tech-enabled services environment
Familiarity with Asana, Google Workspace, or Slack
Experience coordinating in-person client or team meetings and events
Hands on knowledge with managing office budgets or reconciling expenses

Responsibilities

Serving as the face of the Wpromote x Giant Spoon NYC HQ— welcoming employees, clients, and guests, and ensuring every visitor feels taken care of
Maintaining a clean, organized, and aesthetically thoughtful office environment, including conference rooms, common spaces, and the kitchen
Managing office supply and kitchen inventory, placing orders as needed with budget in mind
Coordinating with external vendors and building management
Owning all coordination and catering needs for in-person client and team meetings, including ordering, setup, and cleanup
Receiving, sorting, and managing all incoming and outgoing mail and deliveries
Managing NY office-related expenses and supporting expense reporting
Responding promptly and professionally to employee questions and requests related to office operations
Identifying and implementing process improvements to make the office run more efficiently, in partnership with the HR Manager
Supporting ad hoc office projects, including space planning, in-office events, and emergency or closure communications as needed
Managing day-to-day operations for our Industrious Midtown shared workspace remotely, coordinating with Industrious to submit work orders, create keycards, register guests, and coordinate onsite meetings
Ordering office supplies and food orders with support from on-site employees as needed
Working closely with the POPS team and on-site employees on office requests, needs, and engagement initiatives
Assisting with other location office operations and remote employee requests on an as-needed basis
Supporting smooth onboarding and offboarding experiences for all employees in NY
Ordering and coordinating gifts and gift cards for employee anniversaries and life events
Posting employee anniversaries and birthdays in the appropriate Slack channels to celebrate our employees, partnering with supervisors on blurbs as needed
Facilitating the execution of various agency-wide events, coordinating with the LA office to ensure consistent experiences
Supporting People Operation processes and ad hoc requests
Coordinating the logistics and programming of company-wide meetings and all-hands events, including agenda coordination, speaker outreach, scheduling around leadership availability, and MC'ing as needed
Supporting Employee Resource Groups (ERGs) with administrative operations, including managing ERG charges, tracking and reconciling ERG budgets, and conducting quarterly leadership audits of the Employee Resource Center to ensure content is accurate and up to date
Coordinating ongoing ERG logistics, including weekly agenda reviews and calendar updates in partnership with POPS ERG sponsors
Assisting with the logistics of ERG events, including in-office event coordination such as food orders and space setup