Office Coordinator

You Will Be

Office Operations — NYC Headquarters (In-Person)

Serving as the face of the Wpromote x Giant Spoon NYC HQ— welcoming employees, clients, and guests, and ensuring every visitor feels taken care of

Maintaining a clean, organized, and aesthetically thoughtful office environment, including conference rooms, common spaces, and the kitchen

Managing office supply and kitchen inventory, placing orders as needed with budget in mind

Coordinating with external vendors and building management

Owning all coordination and catering needs for in-person client and team meetings, including ordering, setup, and cleanup

Receiving, sorting, and managing all incoming and outgoing mail and deliveries

Managing NY office-related expenses and supporting expense reporting

Responding promptly and professionally to employee questions and requests related to office operations

Identifying and implementing process improvements to make the office run more efficiently, in partnership with the HR Manager

Supporting ad hoc office projects, including space planning, in-office events, and emergency or closure communications as needed

Office Operations — Industrious Midtown NYC (Remote Management)

Managing day-to-day operations for our Industrious Midtown shared workspace remotely, coordinating with Industrious to submit work orders, create keycards, register guests, and coordinate onsite meetings

Ordering office supplies and food orders with support from on-site employees as needed

Working closely with the POPS team and on-site employees on office requests, needs, and engagement initiatives

Assisting with other location office operations and remote employee requests on an as-needed basis

People Operations Support

Supporting smooth onboarding and offboarding experiences for all employees in NY

Ordering and coordinating gifts and gift cards for employee anniversaries and life events

Posting employee anniversaries and birthdays in the appropriate Slack channels to celebrate our employees, partnering with supervisors on blurbs as needed

Facilitating the execution of various agency-wide events, coordinating with the LA office to ensure consistent experiences

Supporting People Operation processes and ad hoc requests

Coordinating the logistics and programming of company-wide meetings and all-hands events, including agenda coordination, speaker outreach, scheduling around leadership availability, and MC'ing as needed

ERG & Culture Support

Supporting Employee Resource Groups (ERGs) with administrative operations, including managing ERG charges, tracking and reconciling ERG budgets, and conducting quarterly leadership audits of the Employee Resource Center to ensure content is accurate and up to date

Coordinating ongoing ERG logistics, including weekly agenda reviews and calendar updates in partnership with POPS ERG sponsors

Assisting with the logistics of ERG events, including in-office event coordination such as food orders and space setup

2+ years of administrative, office management, or people operations experience

A can-do attitude and genuine willingness to step in wherever help is needed

Excellent customer service skills and the ability to make people feel welcome and cared for

Strong written and verbal communication skills

Solid ability to multitask, stay organized, and pay close attention to detail

Positive energy, professionalism, and punctuality

Flexibility to adapt as priorities shift in a fast-paced environment

Aptitude to work independently and collaboratively within a team

Ability to maintain confidentiality in all aspects of employee and agency information

Experience in a digital marketing, advertising, or tech-enabled services environment

Familiarity with Asana, Google Workspace, or Slack

Experience coordinating in-person client or team meetings and events

Hands on knowledge with managing office budgets or reconciling expenses