Workplace Experience Coordinator

Samba is a media intelligence company. We know what the world is watching, reading, and thinking about — in real time, at scale, across every screen. Our data exists with the consent of over a billion people, organized into the most complete picture of consumer attention ever built. The biggest brands in the world use that picture to make smarter decisions.

We think it’s the most interesting data asset on the planet, because it’s the most culturally relevant.

We are seeking a highly organized, full-time Workplace Experience Coordinator based in New York to manage our New York office and support operations across our US offices, mainly Chicago. This role is essential in creating a welcoming, well-run environment where employees can thrive. You ll be responsible for maintaining the physical office space, supporting daily operations, and collaborating with the broader global workplace team.

This is an in-office position with a minimum of 4 days per week required on-site, with the potential to increase up to 5 days per week depending on business needs, leadership visits and events. The ideal candidate will be a reliable, proactive, and adaptable self-starter with a strong understanding of operational and organizational needs. We re looking for someone who takes initiative, thinks ahead, and enjoys solving problems while keeping things running smoothly across multiple locations.

• Office Operations & Facilities
• With the SF manager, oversee the New York and Chicago offices.
• Act as the go-to contact for general office support, working closely with building management on cleanliness, maintenance, repairs, and access control.
• Submit and track tickets related to repairs, desk setups, and space improvements.
• Conduct regular space audits to keep the office tidy and functional; restock pantry, snack, and beverage supplies daily and place orders weekly as needed.
• Coordinate internal moves, assist with desk resets, and manage setup tasks.
• Support IT by assisting with basic tech troubleshooting (e.g., connecting monitors, managing cables, monitor and address conference room tech issues, ensuring seamless meeting experiences).
• Maintain a safe, secure, and well-functioning work environment, ensuring all appliances, office equipment, and furniture are in good working order; escalate issues as needed.
• Monitor visitor calendar invites and coordinate security list access with EA and Talent Acquisition to anticipate arrivals of candidates, clients, vendors, and executives.
• Greet visitors upon arrival, notify their host, and ensure they re comfortable until escorted to their meeting.
• May be required to travel to support office locations as needed.
• Ensure full compliance with local health and safety legislation, including fire safety, risk assessments, and building regulations; maintain accurate records and coordinate required inspections and certifications.
• Support environmental and EHS initiatives by promoting responsible resource use, maintaining recycling and waste management practices, and partnering with vendors aligned with sustainability standards.
• Maintain and regularly update emergency procedures, including first aid kit checks, fire warden coordination, evacuation protocols, and contributions to business continuity planning.
• Control incoming and outgoing mail and packages.

• Manage vendor relationships (e.g., cleaners, catering, events, security, supply vendors), ensuring consistent service and performance.
• Maintain confidentiality and support data protection protocols when handling internal or vendor-related information.
• Maintain awareness of and ensure compliance with local employment regulations and relevant workplace legislation in partnership with HR and Legal.
• Partner with management and Finance to manage office-related costs, including expense tracking and budget planning.
• Research local vendors and support contract negotiations to ensure cost-effectiveness and service quality.
• Process invoices and payments timely and in accordance with Samba expense policy.
• Oversee procurement and inventory of office supplies, equipment, and employee swag.

• Act as an…