People Experience – Office Coordinator

Role Overview

• 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
• 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
• 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
• 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

Requirements

• 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

Benefits

• medical/dental/vision insurance
• 401(k) matching
• paid time off
• various other benefits and perks