Workplace Concierge and Experience Coordinator

Workplace Concierge and Experience Coordinator

Index Exchange is a globally trusted independent supply-side platform, powering intelligent decisioning that maximizes value for media owners. As a neutral, conflict-free exchange, we help media owners connect more effectively with the world's leading brands, enabling marketers to achieve stronger performance while advancing efficiency, transparency, and quality across the programmatic ecosystem. With more than 20 years of industry leadership, we continue to accelerate the ad technology evolution by applying intelligence closer to the impression and reducing waste across the supply chain. Through radically transparent practices and exceptional standards, we deliver long-term value for media owners, marketers, and partners worldwide.

Index is an exciting and fast-paced place to work. You'll be able to feed your ambition, lean into trust and transparency, and feel genuine support from your colleagues. We're built on our core values and live them each day. They're not just buzzwords. We pride ourselves on our independence and openness, not only in our technology, but in our teams, too. Our diverse and inclusive culture celebrates how we can leverage our unique differences to help drive Index forward. We have more than 550 Indexers around the globe dedicated to building a safe and transparent marketplace that provides a trusted experience for consumers, and we're looking for talented professionals to help take us to the next level.

The Workplace Concierge and Experience Coordinator role ensures that our New York office runs smoothly, efficiently, and up to Index standards. This role delivers an exceptional experience for everyone who walks through our doors from clients and candidates to fellow Indexers. As the heartbeat of a well-functioning office, this person brings adaptability, attention to detail, and a strong service mindset to everything they do.

What We're Looking For:

• Adaptable: Thrive in organizations that constantly evolve and adapt
• Independent: Comfort with ambiguity and self-starter with an aptitude for defining new processes
• Problem solver: Experience working with teams and collaborating across groups to achieve desired results.
• Collaborator: Work closely with the Global Workplace team and other Index departments such as IT & People Ops, Community
• Detail oriented: High attention to detail, ensuring quality and accuracy of work
• Willingness to learn: Welcome continual feedback and seek to learn on an ongoing basis
• Creativity: Creative thinker and ability to build out creative content
• Passionate: Curious and love experimenting with different approaches to find the most efficient solution to a problem

Here's what you'll be doing:

• Office Responsibilities
• Serve as the primary point of contact for Indexers, visitors, candidates, and guests, ensuring a seamless, welcoming, and high-quality experience at every interaction.
• Act as a steward of company culture, helping foster a positive and engaging office environment
• Coordinate office lunch programs (e.g., weekly Thursday lunches), including vendor coordination, ordering, delivery, office communications and setup
• Maintain caf and tea points, ensuring consistent stocking, cleanliness, and presentation standards
• Partner with Community to support onsite events, activations, and employee engagement initiatives
• Serve as a liaison between the Workplace team and local employees to ensure needs are met
• Collaborate with IT, People Ops, and Community to support onboarding and offboarding processes, including workstation setup, equipment coordination, office access, and delivering a smooth first-day experience, while ensuring an easy and efficient equipment return process for offboarding employees.

Workplace Operations & Vendor Management

• Assist with daily office operations to ensure a clean, organized, and fully functional workspace
• Coordinate the ordering and restocking of office supplies, pantry items, and workplace equipment, ensuring all purchases align with team guidelines and approval processes.
• Coordinate with vendors and building management for services such as cleaning, maintenance, repairs, and deliveries
• Ensure all vendors comply with building policies and requirements
• Handle incoming and outgoing mail and packages, ensuring timely distribution and organization
• Maintain common areas, conference rooms, kitchens, and restrooms to high standards
• Proactively monitor office operations, resolve day-to-day issues, and escalate to the Workplace Manager to ensure smooth, uninterrupted workplace operations.
• Support office safety and compliance, including emergency procedures and coordination of drills
• Partner with the global Workplace team to keep documents organizedhandling scanning, filing, and maintaining accurate, up-to-date records.
• Respond to and manage requests submitted via Jira, providing backup support as needed
• Assist with outgoing shipments and returns via FedEx, including label creation, scheduling pickups, tracking deliveries, and ensuring cost-effective shipping practices.
• Act as the Workplace team admin, managing weekly global meeting agendas and Fun Friday coordination, while tracking employee milestones and partnering with Workplace Managers to deliver thoughtful, inclusive recognition moments

Meetings & Event Logistics

• Assist with planning and executing internal events and onsite meetings, including room set-ups, catering, and visitor access.
• Support and manage conference room scheduling, resolving conflicts as needed
• Partner with internal teams (Workplace, IT, Community) to deliver seamless meeting and event experiences
• Assist with larger onsite events and special projects as needed

Here's what you need:

• Commitment to training and skills development you already have or willing to obtain specialized training related to the job such as Heights (ladder safety), Lean Six Sigma, St. John Ambulance or local equivalent
• Strong communication skills: verbal, written and listening
• Proficiency in Confluence, Adobe Cloud, Canva, Microsoft Office Suite, Jira
• Attention to detail, ability to multitask, organize, and prioritize
• Videography, art, or creative background would be an asset
• Experience in creation and editing of video content would be an asset
• 2?4 years of related work experience

Physical Requirements

• While performing the duties of this job, the employee is regularly required to sit and use their hands to handle or feel objects, as well as speak and hear clearly.
• The employee may occasionally need to lift and/or move up to 25 pounds.
• Flexibility in schedule is required, including the ability to adjust working hours to support business needs.
• Monday to Friday : 8:30 AM to 4:30 PM EST

Salary: The base salary for this role is $58,000 USD to $70,000 USD per year. The total compensation package may vary depending on non-discriminatory factors such as job-related knowledge, skills, and experience.

Why you'll love working here:

• Comprehensive health, dental, and vision plans for you and your dependents
• Paid time off, health days, and personal obligation days plus flexible work schedules
• Competitive retirement matching plans
• Equity packages
• Generous parental leave available to birthing, non-birthing, and adoptive parents
• Annual well-being allowance plus fitness discounts and group wellness activities
• Employee assistance program
• Mental health first aid program that provides an in-the-moment point of contact and reassurance
• One day of volunteer time off per year and a donation-matching program
• Monthly town halls and regular community-led team events
• Multiple resources and programming to support continuous learning
• A workplace that supports a diverse, equitable, and inclusive environment learn more here

Equal employment opportunity

At Index Exchange, we believe that successful products are built by teams just as diverse as the audience who uses them. As such, we are committed to equal employment opportunities. We celebrate diversity of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or expression, or veteran status. Additionally, we realize that diversity is deeper than any status or classificationdiversity is the human experience. For those who show grit, passion, and humilityIndex will welcome you.

Accessibility for applicants