The Workplace ServicesCoordinator is the face of our New York City headquarters and a key member of the Workplace Experience (WPX) team. This role blends hospitality, operations, and culture, ensuring that every employee, guest, and vendor feels welcomed and supported from the moment they step into our space.
You’ll be at the heart of our daily rhythm: greeting visitors, opening and closing the office smoothly, keeping supplies stocked, pantry running, and supporting our in-office events, on-sites and meetings. The ideal candidate takes pride in creating order and warmth, loves to keep things running efficiently, and enjoys helping to build a welcoming workplace. This role is required to be in our NYC headquarters Monday-Friday 8:00am-5:00pm. You’ll be responsible for opening and closing the office and may occasionally assist with lifting, unpacking, or moving items during events or restocks. Must be comfortable with occasional light tidying and lifting packages (up to 25 lbs).
Responsibilities:
Front Desk & Office Operations
- Welcome employees, guests, and vendors with a friendly and professional presence
- Answer incoming calls, monitor voicemails, and route inquiries appropriately
Receive, ship, log, and distribute/scan mail and packages - Jump in to support light administrative or operational projects as needed
- Perform light porter duties such as lifting, unpacking, organizing office deliveries, setting and cleaning up catering, and assisting with office maintenance as needed
Office Opening & Closing
- Open the office and pantry everyday for employees (the hours are 8am-5pm)
- Perform daily walkthroughs throughout the day to ensure the office, pantry & bathrooms are clean, organized, and well stocked
- Prepare coffee, restock snacks and beverages, and tidy communal spaces
- Complete end-of-day closing tasks, such as resetting spaces and securing deliveries
Supplies & Pantry Management
- Keep track of and order office and pantry inventory
- Maintain organized office supply, storage and pantry areas
Event & Hospitality Support
- Partner with the Workplace Experience Team on employee celebrations, cultural activations, and volunteer events
- Assist with event, onsite, and meeting setup and breakdown; including catering, décor, and furniture arrangements across the Organization
Administrative & Expense Support
- Upload and categorize receipts, assist with vendor invoices, and support expense tracking
Help maintain documentation and records for office purchases and events
- 1–2 years of experience in office operations, hospitality, or customer service
- Friendly, dependable, and proactive; you notice what needs to be done before being asked
- Organized with great attention to detail
- Comfortable working in a fast-paced environment and managing multiple priorities
- Familiar with Google Workspace; experience with expense tools like Navan is a plus
- Reliable, punctual, and team-oriented, with a genuine desire to make the workplace better every day
The base pay range for this position is $48,000-$52,000/year in addition to a full range of medical, financial, and/or other benefits. The base pay offered may vary depending on job-related knowledge, skills, and experience.
Studies have shown that women, communities of color, and historically underrepresented people are less likely to apply to jobs unless they meet every single qualification. We are committed to building a diverse and inclusive culture where all Inkers can thrive. If you’re excited about the role but don’t meet all of the abovementioned qualifications, we encourage you to apply. Our differences bring a breadth of knowledge and perspectives that makes us collectively stronger.
We welcome and employ people regardless of race, color, gender identity or expression, religion, genetic information, parental or pregnancy status, national origin, sexual orientation, age, citizenship, marital status, ethnicity, family or marital status, physical and mental ability, political affiliation, disability, Veteran status, or other protected characteristics. We are proud to be an equal opportunity employer.
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What We Do
Movable Ink personalizes every customer engagement through automation and artificial intelligence. The world’s most innovative brands rely on Movable Ink to maximize revenue, simplify workflow and achieve the optimal customer experience. Headquartered in New York City with 600 employees, Movable Ink serves its global client base with operations throughout North America, Central America, Europe, and Australia.
Why Work With Us
Look closely at any Inker and you will find that our values remain heartfelt and timeless. We seek out knowledge and cultivate our intuition. We understand that communication starts by listening, understanding, and caring about others' success. We set a high personal bar, believe nothing is impossible, and commit ourselves fully to the goal.
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Movable Ink Offices
Hybrid Workspace
Employees engage in a combination of remote and on-site work.
Employees engage in a combination of remote and on-site work.
