Workplace Concierge and Experience Coordinator

Index Exchange•New York, NY

11h•Onsite

About The Position

The Workplace Concierge and Experience Coordinator role ensures that our New York office runs smoothly, efficiently, and up to Index standards. This role delivers an exceptional experience for everyone who walks through our doors — from clients and candidates to fellow Indexers. As the heartbeat of a well-functioning office, this person brings adaptability, attention to detail, and a strong service mindset to everything they do.

Requirements

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
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.

Nice To Haves

Videography, art, or creative background would be an asset
Experience in creation and editing of video content would be an asset

Responsibilities

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

Benefits

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
Bi-weekly 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