Workplace Experience Coordinator - Level 2

Job Title:

Workplace Experience Coordinator - Level 2

Our Client is seeking an in-person Workplace Experience Coordinator / Event Coordinator to deliver a world-class customer service experience to employees and guests across two New York office locations. This role focuses on planning, coordinating, and executing on-site events, managing reservations, and partnering with facilities and service teams to ensure a seamless workplace experience. You will follow established procedures, support cross-functional partners, and provide clear, courteous communication to clients, visitors, and internal teams.

• Schedule, coordinate, and organize on-site events, ensuring all details are captured and executed according to plan.
• Coordinate closely with cross-functional teams including facilities management, audio-visual, catering, security, janitorial, and other service providers to support events and workplace activities.
• Review a two-week event look-ahead to identify missing details, confirm holds, and collect and track information in the reservation system.
• Create and manage event work order tickets for furniture movement, janitorial/porter services, and other logistical needs.
• Schedule visiting guest office reservations, including calendar management and email coordination to ensure accurate and timely bookings.
• Provide event execution support, including client support as needed, pre-event walkthroughs to confirm setups, way finding and line management, vendor management support, signage ideation, and event photos and documentation.
• Organize, track, maintain, and update event folders, including BEOs, event photos, resource documents, and standard operating procedures.
• Secure event spaces and oversee room setup and tear down, ensuring all supplies are delivered and spaces are prepared and restored appropriately.
• Follow property-specific security and emergency procedures, and promptly notify appropriate parties to help ensure the safety of all individuals in the building.
• Coordinate with vendors that supply services or goods to the workplace, ensuring they meet expectations and adhere to site requirements.
• Explain detailed and sometimes complex information within the team in a clear and understandable manner.
• Follow specific directions provided by the manager and apply established work routines and standards in daily tasks.
• Use existing procedures to solve straightforward problems, adhering to clearly defined duties, methods, and tasks with limited discretion.
• Contribute to a positive workplace experience by providing courteous, professional customer service to clients, employees, and visitors.

• High School Diploma or GED.
• Up to 2 years of job-related experience in coordination, administrative support, customer service, or a similar role.
• Ability to follow basic work routines and standards and apply established procedures consistently.
• Effective communication skills to exchange straightforward information with colleagues, clients, and visitors.
• Working knowledge of Microsoft Office products, including Word, Excel, and Outlook.
• Strong organizational skills with the ability to manage multiple events, tasks, and documentation simultaneously.
• An inquisitive mindset with attention to detail and a proactive approach to identifying missing information or gaps.
• Solid people skills, with the ability to interact professionally and courteously with a wide range of stakeholders.
• Coordination skills to manage schedules, reservations, and cross-functional activities efficiently.
• Administrative support capabilities, including maintaining folders, tracking documents, and managing calendars.

• Experience supporting on-site events in a corporate or professional office environment is beneficial.
• Familiarity with event reservation or scheduling systems is an advantage.
• Comfort working within clearly defined processes and procedures while maintaining high service standards.
• Ability to collaborate effectively with facilities, AV, catering, security, and janitorial teams.
• Willingness to adapt to changing schedules and operational requirements across multiple office locations.

This is an in-person role based at two office locations in New York (New York–South and 30 Hudson Yards), supporting Our Client’s workplace experience function. The standard schedule is Monday through Friday, approximately 8:00 a.m. to 5:00 p.m., with the flexibility to work at either location depending on business needs. The…