Workplace Experience Coordinator

Macrobond Financial AB•New York, NY

20h•Hybrid

About The Position

We are seeking a Workplace Experience Coordinator for a 6-month contract to ensure a welcoming, efficient, and fully operational NYC office. In this role, you will oversee daily office operations, including vendor coordination, inventory and asset management, onboarding and offboarding logistics, badge access, and health and safety compliance. Acting as the on-site IT liaison, you will support equipment provisioning, first-line troubleshooting, AV setup, and meeting room management, while coordinating with central IT and external technology providers. Partnering with HR, you will assist with interviews, employee programs, and compliance processes. You will also lead special projects, track operational metrics, and implement improvements to enhance office efficiency and the overall employee experience.

Requirements

1–3 years’ experience in workplace operations, office administration, facilities, or similar support role.
Experience supporting office services in a corporate environment.
Familiarity with IT equipment setup and troubleshooting.
Hands-on approach to managing office upkeep and employee needs.
Strong organizational, multitasking, and communication skills.

Nice To Haves

Experience supporting HR teams or administrative HR tasks is a plus.
Ability to thrive in a fast-paced, dynamic, and growing office environment.

Responsibilities

Ensure the NYC office is welcoming, organized, and fully operational, including monitoring cleanliness, equipment, and general upkeep.
Support employee onboarding and offboarding, including workspace setup, IT and office equipment provisioning/collection, and access badges.
Coordinate vendors for cleaning, catering, building maintenance, and other office services.
Order, receive, organize, and distribute office supplies, furniture, and workplace equipment.
Maintain accurate records of office inventory, IT assets, and access credentials.
Manage office access and badge administration
Support onsite executive meetings, client visits, team events, and employee programs.
Ensure health, safety, and compliance requirements are met in partnership with building management.
Lead on fire safety procedures and emergency drills
Serve as the on-site liaison between employees and central IT, proactively identifying and escalating technology-related issues.
Receive, track, and store IT equipment for employees.
Prepare and issue IT equipment for new hires under IT guidance (laptops, monitors, accessories, cabling).
Provide basic troubleshooting support for common IT issues (Wi-Fi connectivity, peripherals, toner replacement, device restarts).
Coordinate with third-party technology providers (internet, GSM, hardware vendors) as needed.
Assist IT with minor technical tasks, such as cable management and hardware setup, as directed.
Coordinate with external technology vendors as needed.
Provide occasional out-of-hours operational support when necessary.
Oversee meeting room bookings, functionality and AV set up
Manage IT inductions for new hires
Partner with HR to assist with coordinator-level tasks, including scheduling interviews, managing office-related HR logistics, and supporting employee engagement initiatives.
Help ensure smooth execution of HR programs, such as onboarding/offboarding checklists, badge/access provisioning, and compliance documentation.
Lead or support ad hoc office and workplace projects, such as space planning, office moves, or employee experience initiatives.
Assist in maintaining and documenting office and IT operational procedures.
Track operational metrics, including inventory levels, vendor performance, and issue resolution.
Identify and report opportunities for improving office efficiency, employee experience, and operational processes