Workplace Experience Coordinator, NY

Overview of the Function

The Workplace Experience Coordinator for the New York Office is part of a team that leverages technology, workplace design, hospitality, and business services to deliver a best-in-class workplace experience environment for approximately 500 employees in our largest domestic location. The coordinator should be forward-thinking and hospitality-focused, have comfort working with emerging workplace technology and the ability to support facilities and operations in a fast-paced environment. In this role, you will support the daily operations of the New York Workplace Experience group to deliver Hospitality & Workplace Services.

The primary focus of this role is the coordination of space management within the NY office. In conjunction with the Workplace Experience Manager (NY), the Workplace Experience Coordinator is responsible for overseeing seating assignments, office moves, and efficient management of shared spaces, such as the conference center and visiting offices. This role ensures optimal use of office space while addressing the evolving needs of attorneys and staff. The ideal candidate is detail-oriented, proactive, and capable of resolving conflicts diplomatically in a fast-paced environment.

This role will require a consistent in office presence in the Freshfields' NYC office located at 3 World Trade Center.

Key responsibilities and deliverables

• Seating Assignments and Office Management:
  • Maintain accurate records of seating arrangements and office occupancy.
  • Assign offices and workstations to new hires, transfers, and promotions in collaboration with the NY Workplace Experience Manager and Human Resources Business Partners.
  • Develop and maintain floor plans, ensuring updates reflect current seating assignments.
• Moves, Adds, and Changes (MAC):
  • Plan and coordinate office moves with Facilities, IT and move vendor when needed.
  • Communicate with employees and vendors to ensure smooth execution of moves.
  • Track and manage requests for workspace changes, ensuring alignment with firm policies.
• Conference Center and Visiting Office Conflict Resolution:
  • Serve as the primary point of contact for the NY Hospitality team to help resolve space-related disputes, such as overlapping conference room bookings or visiting office assignment requests
  • Resolve scheduling conflicts diplomatically by prioritizing needs based on urgency, importance, and leadership input.
• Reporting and Documentation:
  • Generate reports on space utilization, conference room usage, and trends for leadership review.
  • Keep detailed records of past and upcoming moves, seating assignments, and related activities.
  • Maintain and update office space databases and floor plans as needed.
• Workplace Experience Special Projects
  • Assist with workplace experience initiatives to enhance employee satisfaction and productivity.
  • Support Hospitality & Workplace Services special projects as directed by the Workplace Experience Manager, contributing to workplace improvements and strategic initiatives.

Key requirements (Communication/skills/experience)

• Bachelor’s degree in Facilities Management, Business Administration, or a related field preferred.
• 3-5+ years of experience in workplace coordination, preferably in a professional services or law firm environment.
• Strong organizational skills with a keen attention to detail.
• Excellent problem-solving abilities and the ability to manage handle competing priorities diplomatically and professionally.
• Excellent communication and interpersonal skills, with the ability to interact professionally with attorneys, staff, and vendors.
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word, PowerPoint) and experience with space management software preferred.
• Ability to manage multiple projects simultaneously and meet deadlines.
• Familiarity with the unique needs and culture of law firms is a plus.
• A proactive mindset with a focus on continuous improvement and customer service.

For individuals assigned and/or hired to work in New York and California or reporting to someone in those states, Freshfields is required by law to include a reasonable estimate of the compensation range for this role. This compensation range is specific to the States of New York and California and takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; licensure and certifications; and other business and organizational needs. The disclosed range estimate has not been adjusted for the applicable geographic differential associated with the location at which the position may be filled, and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range is $95,000 to $115,000.

EEO Statement
Freshfields US LLP is proud to be an equal employment employer. Our policies and practices will be free from unlawful discrimination based upon race, color, ethnicity, religion, creed, sex (including pregnancy, childbirth or related medical conditions), national origin, citizenship, immigration status, ancestry, age, marital status, protected veteran status, military service, disability, medical condition, genetic information, sexual orientation, gender identity, or any basis prohibited under federal, state or local law. We strive to promote an atmosphere that encourages equal opportunities and prohibits discriminatory practices, including sexual harassment.
Disability Accommodation for Applicants to Freshfields US LLP
Freshfields US LLP is an Equal Employment Opportunity employer and provides reasonable accommodation for qualified individuals with disabilities and disabled veterans in job application procedures. If you have any difficulty using our online system and you need an accommodation due to a disability, you may use the alternative email address below to contact us about your interest in employment at [email protected] , or you can send your resume to [email protected] , or you can call us at +1-212-277-4000.