Workplace Experience Coordinator
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.
What You'll Do
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 in-office point of contact for new joiners with office-related questions.
Send welcome emails outlining key building and workplace details to help new hires successfully navigate the space.
Support in-office onboarding and offboarding logistics for local employees, including welcome materials, desk and badge setup, and office orientation.
Manage device distribution and inventory for internal employees and on-site contractors or vendors, as needed.
Coordinate and support onsite and offsite experiences, including recurring events, executive visits, ad hoc gatherings, and All Hands Meetings, in collaboration with the People Team and leadership to foster engagement and connection.
Develop and uphold workplace standards and protocols in collaboration with the HR team to ensure a consistent and supportive office environment.
Foster a positive and collaborative office culture that reflects company values and encourages teamwork.
Gather and analyze employee feedback to continuously improve office operations and foster a positive work environment.
Serve as a go-to resource for employee inquiries, connecting individuals to the appropriate internal resources.
Facilitate clear internal communications around events, office updates and workplace initiatives.
Help coordinate recurring lunch deliveries, manage order logistics, and handle clean up.
Provide regional coverage for global teammates when they're out of office.
Participate in global projects such as workplace surveys and data gathering to help improve the employee experience.
Coordinate across time zones to ensure smooth collaboration with international workplace teams.
Employees and leaders based in NYC, Chicago and US offices
People Team
Executives & Executive Assistants
Finance & Legal Teams
Building Management
IT Support
Global Workplace Team
Office Operations & Facilities
Administrative & Vendor Support
Employee & Onboarding Support
Events & Employee Experience
Global Workplace Support
Key Stakeholders
Who You Are
Warm, resourceful, and committed to delivering exceptional workplace experiences.
Exceptionally organized with strong communication and follow-through skills.
Proactive, detail-oriented, and comfortable working autonomously.
Familiar with Google Workspace (Docs, Sheets, Calendar, Gmail); Slack experience is a plus.
Comfortable managing multi-step projects, such as office moves, space setups, and vendor rollouts, from planning through completion.
Confident managing vendors and performing light tech troubleshooting when needed.
Adaptable to shifting priorities and excited to contribute to a high-functioning, globally connected workplace team.
Passionate about fostering culture and community, with a focus on people-centered experiences at Samba.
Comfortable using and learning internal systems and engagement tools (e.g., HRIS platforms, event tools, or project management and design tools) to support team operations.
Minimum 3, preferably 5+ years office operations experience.