Workplace Experience Coordinator

Job description

**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.** ### What You'll Do **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. **Administrative & Vendor Support** - 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. **Employee & Onboarding Support** - 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. **Events & Employee Experience** - 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. **Global Workplace Support** - 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. **Key Stakeholders** - 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 ### 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. - Experience managing multi-step projects, such as office moves, real estate partnership for office moves, closing office spaces, space and design 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.