Coordinator Concierge Service

Workplace Concierge and Experience Coordinator
The Workplace Concierge and Experience Coordinator role ensures that our New York office runs smoothly, efficiently, and up to Index standards. As the heartbeat of a well-functioning office, this person brings adaptability, attention to detail, and a strong service mindset to everything they do.
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 café 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
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 organized—handling 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.
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
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

• Proficiency in Confluence, Adobe Cloud, Canva, Microsoft Office Suite, Jira
• 2‐4 years of related work experience

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
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
Employee assistance 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
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 classification—diversity is the human experience. Accessibility for applicants with disabilities
Index Exchange welcomes and encourages individuals with disabilities to apply to work with us. Automated tools including artificial intelligence may be used to assist in screening and assessing applicants for this role.