Workplace Experience Coordinator (NYC)

College Board•New York, NY

16d•$50,000 - $65,000•Onsite

About The Position

As the Workplace Experience Coordinator in our New York City office, you’ll be the heartbeat of our workplace – the friendly face that makes everyone feel welcome, the problem-solver who keeps things running smoothly, and the detail-oriented professional who ensures our office is a place people want to be in . You’ll be reporting up to the Director of Workplace Experience . You’re not just a coordinator; you’re the person who creates the experience. From the moment someone walks through our doors to the seamless support of a major meeting, your impact is felt throughout the day. Your attention to detail ensures coffee supplies are always stocked, meetings run without a hitch, packages reach the right people, and our spaces stay welcoming and functional. This role is perfect for someone who thrives on variety, takes pride in exceptional service, loves solving problems proactively, and finds joy in making other people’s days better.

Requirements

2-4 years of experience in customer service, hospitality, office operations, facilities coordination, or related service-oriented fields
Exceptional customer service orientation with genuine passion for helping people and creating welcoming experiences
Strong organizational and multitasking abilities to manage multiple priorities, maintain attention to detail, and keep operations running smoothly
Proactive problem-solving skills that spot issues before they escalate and take initiative to resolve them independently
Professional communication skills (verbal and written) with warmth, clarity, and professionalism
Technical proficiency with Microsoft Office Suite (Outlook, Word, Excel) and comfort learning new systems like Robin, Shipping 360, and ticketing platforms
Self-direction and independence to work with minimal supervision, make good decisions, and escalate appropriately
Calm demeanor under pressure maintaining composure when handling multiple requests simultaneously
Physical capability to lift supplies up to 4 0 lbs , stand and move around the office throughout the day, and arrange furniture as needed for meetings and events
Reliable on-site presence with consistent attendance, punctuality, and commitment to being available Monday-Friday in the New York City office
A passion for expanding educational and career opportunities and mission-driven work
Authorization to work in the United States for any employer
Curiosity and enthusiasm for emerging technologies , with a willingness to experiment with and adopt new AI-driven solutions and a comfort learning and applying new digital tools independently and proactively.
Clear and concise communication skills , written and verbal
A learner's mindset and a commitment to growth: welcoming diverse perspectives, giving and receiving timely , respectful feedback, and continuously improving through iterative learning and user input.
A drive for impact and excellence: solving complex problems, making data-informed decisions, prioritizing what matters most, and continuously improving through learning, user input, and external benchmarking.
A collaborative and empathetic approach: working across differences, fostering trust, and contributing to a culture of shared success.

Responsibilities

Serve as the friendly, professional face greeting employees, visitors, and vendors at our main reception desk
Register visitors in Robin and building visitor management systems, coordinate with building security for seamless entry
Monitor reception area presentation throughout the day, maintaining polished, professional appearance
Conduct daily walkthroughs of all office areas using a standardized checklist, identifying and addressing cleanliness, maintenance, safety, or aesthetic issues proactively
Take immediate action on issues within scope or escalate appropriately to Assistant Director or building management
Maintain ownership mindset as front-line representative ensuring exceptional office experience
Receive, log, sort, and track all incoming mail and packages using Shipping 360 system
Deliver time-sensitive items within 2 hours and notify recipients of package arrivals
Forward misdirected mail to appropriate College Board locations
Advise employees on outgoing mail procedures and schedule FedEx pickups
Check designated supply areas weekly and restock office supplies, paper towels, meeting accessories, and essentials before stockouts occur
Organize supplies for easy access and maintain professional, organized appearance
Conduct multiple daily inspections (3-4x) of café and pantry areas ensuring they’re clean, organized, and inviting
Maintain a clean, organized, and inviting atmosphere in all shared spaces through regular tidying and upkeep by straightening furniture, clearing trash, and wiping down surfaces
Monitor inventory levels and alert vendors to restock needs proactively
Coordinate Sharebite group lunch deliveries for Bites @ The Board program, organizing meals for easy employee pickup
Assist employees with locating their lunch orders, guide those without orders to available extras, and resolve any damaged deliveries or order discrepancies promptly and professionally
Report equipment malfunctions requiring vendor repair
Serve as point of contact for meeting organizers, advising on available rooms, amenities, existing bookings, and catering partners
Coordinate vendor access, manage Certificates of Insurance (COI) requests, and arrange building coordination
Set up and break down meeting rooms, rearrange furniture for different configurations
Receive catering deliveries and direct setup when needed
Assist with event setup, execution, and cleanup for office celebrations, all-hands meetings, and team gatherings under direction of Assistant Director
Write clear process documentation for assigned workplace experience procedures
Update documentation when processes change or improve
Follow standardized processes to ensure consistent, high-quality service delivery
Escalate facility issues to ABM (janitorial services) with detailed documentation and follow up to completion
Share ideas for operational improvements and efficiency gains