JOB DETAILS

Agency Experience Coordinator

Project Worldwide • Full-time • New York City Metropolitan Area, US • $50k - $60k / year • 2w ago

We are seeking an Agency Experience Coordinator to join our team in New York! As the Agency Experience Coordinator, you are responsible for the day-to-day operations and employee experience of our NY-area facility. Spanning multiple floors and teams, your purview will include curation of a welcoming and culture-forward environment, maintenance of a clean, well stocked and functioning space, and strategic employee engagement initiatives. Additionally, you will support the Project executive team with administrative tasks as needed, and support the broader multi-agency team with preparation for meetings, events, and client engagements.

Responsibilities:

Ensure all aspects of the NYC office run smoothly

Proactively manage NYC office space with a service mindset to ensure we meet and exceed our internal and external clients’ expectations.
With appropriate and reasonable flexibility, maintain a front office presence for Project from 8:00 am through 6:00 pm, Monday - Friday.
Serve as the face of the organization within the NY office, greeting all guests - employees, clients, partners and associates - and assisting them with their needs.
Curate a welcoming and on-brand experience within our space for all guests, including music, lighting, space staging and management, and decor.
Support the 6th floor with daily “opening” procedures: lights, music, plant care
Manage the room booking system.
Direct any inbound phone calls to appropriate parties.
Manage inbound and outbound shipments.
Manage mail distribution as needed.
Order, stock and maintain office supplies and amenities, inclusive of approved beverages and snacks.
Manage and complete timely vendor invoice submissions.
Track and monitor security badges for office space access.
Manage necessary visitor logs and guest lists.
Manage relationships with building management.
Spot issues and lead the repair or resolution of matters to maintain all office areas to a high standard, especially client-facing areas.

Support the NYC cross-agency team

With appropriate and reasonable flexibility, assist with earlier than 8:00am and later than 6:00pm client functions hosted by the office.
Perform internal client service functions by answering employee requests and questions.
Support all agencies with events, catering, and administrative needs.
Support agency client meetings:
Room reservations
Space staging
Catering orders (following designated order process and form)
Refreshment and Snack prep
Be available for questions and support as needed

Lead internal engagement strategy and local employee-centered marketing initiatives.

Lead the creation of internal events from ideation to implementation.
Manage and lead production of all Project NY events, working with partners and vendors.
Deliver proactive thinking around how to maximize engagement and connectivity with cross-agency teams.
Manage budget for all events and in-office engagements. Serve as host onsite at Project NY events, ensuring all attendees are greeted, welcomed and accommodated throughout the experience.
Curate a weekly newsletter promoting events and cultural happenings.

Provide Administrative and Executive Level Support

Assist Project leadership with administrative needs including travel, expense reports, company credit card, office moves, building maintenance, and security.
Support the executive marketing team with the management and maintenance of key creative images such as logos, leadership headshots, etc.
Conduct quarterly audits of the NYC office budget and expenses.
Assist non-NY based agencies with our preferred vendors in the NYC area.
Work with HR to maintain federal and state compliance information and recommended best practices; reviews policies and practices to maintain compliance.

We participate in the federal E-Verify program to verify the employment eligibility of all newly hired employees.

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