Contractor, Workplace Experience Coordinator, New York City
About The Position
The Workplace Experience Coordinator serves as a primary point of contact for employees, entrepreneurs, guests, and visitors, delivering a polished, professional, first-class administrative and hospitality experience. The role is primarily based in the New York City office and requires an in-office presence five days per week. Occasional coverage may be requested at other a16z offices, and the role may require domestic travel. The coordinator supports reception and guest services, office communications, calendar awareness, security procedures, workplace upkeep, technical coordination, onsite events, inventory, and mail. They collaborate with employees, the Workplace Experience team, IT, onsite security, vendors, and other partner teams to ensure smooth office operations.
Requirements
- High school diploma or GED.
- At least 4 years of workplace experience in a fast-paced, high-profile environment.
- Excellent interpersonal and communication skills and a team-oriented approach.
- A strong can-do attitude.
- Strong organizational and multitasking abilities.
- A proactive and hospitable demeanor.
- Familiarity with office technology and equipment.
- Ability to handle confidential information with discretion.
- Knowledge of security protocols and emergency procedures.
- Ability to work in the New York City office five days per week.
- The role may require domestic travel.
Nice To Haves
- College degree in business administration preferred.
- Experience with Google Workspace products, including Gmail, Google Drive, and Google Calendar, and office management software.
- Understanding of video conferencing systems such as Zoom and their features.
- Low ego, high empathy, and the ability to collaborate effectively with diverse teams.
Responsibilities
- Help manage the front desk by greeting and checking in visitors, offering beverages, notifying employees of arrivals, and preparing conference rooms as needed.
- Anticipate and provide assistance to guests and employees, including help with luggage, dining recommendations, and requests involving office equipment or technology.
- Promptly notify employees of visitor arrivals through preferred channels such as Slack, GChat, or Envoy, relaying visitor details and communicating with appropriate etiquette.
- Partner with the IT team on badge requests and creation, collecting required information from employees, guests, and vendors.
- Review office calendars daily to anticipate workplace needs and route scheduling requests to the appropriate executive assistant or partner team.
- Follow security protocols, visitor registration procedures, and emergency procedures; report suspicious activity to onsite security.
- Maintain cleanliness in conference rooms and common areas, coordinating with onsite vendors as needed.
- Coordinate troubleshooting requests with IT and flag meeting-room or equipment issues.
- Support onsite events by booking spaces, coordinating janitorial services, and submitting vendor certificates of insurance to building management.
- Provide backup support for kitchen replenishment and office supplies, coordinating with the Workplace Experience team.
- Provide backup support for secure and confidential incoming and outgoing mail, coordinating pickup and delivery schedules with the Workplace Experience team.
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What This Job Offers
Career Level
Mid Level
Education Level
High school or GED
