Contractor, Workplace Experience Coordinator, New York City

a16z•New York, NY

3d•$43 - $48•Onsite

About The Position

The Workplace Experience Coordinator serves as the primary point of contact for employees, entrepreneurs, guests, and visitors, providing a first-class administrative and hospitality experience. The role requires a polished, professional presence, excellent interpersonal skills, attention to detail, strong multitasking ability, and excellent organizational skills. The position is based in the New York City office and requires an in-office presence five days per week. The coordinator may occasionally provide coverage at other offices, including Menlo Park, San Francisco, Los Angeles, Washington, DC, or West Palm Beach. Domestic travel may be required. The coordinator supports front-desk reception, visitor communications and registration, conference-room readiness, workplace maintenance, security procedures, event logistics, equipment troubleshooting coordination, inventory, and mail handling. The anticipated hourly rate is $43.00–$48.00; actual starting pay may vary based on experience, skills, and scope.

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 collaborative, team-oriented approach.
A strong can-do attitude.
Strong organizational and multitasking abilities.
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.
Domestic travel may be required.

Nice To Haves

College degree in business administration.
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 capacity to collaborate effectively with diverse teams.

Responsibilities

Help manage the front desk and greet, check in, and assist guests; offer beverages, notify employees of visitor arrivals, and help prepare conference rooms.
Anticipate and provide assistance to guests and employees, including help with luggage, dining recommendations, and coordination with IT for office equipment or technology needs.
Promptly notify employees of visitor arrivals using preferred methods such as Slack, GChat, or Envoy, relaying visitor names, purposes, and other relevant details while following company 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 direct scheduling requests to the appropriate executive assistant or partner team.
Follow security protocols and guidelines, including visitor registration and emergency procedures, and report suspicious activity to on-site 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, including 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 and coordinate pickup and delivery schedules with the Workplace Experience team.