Workplace Concierge and Experience Coordinator

About Index Exchange

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.

What’s it like to work at Index?

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.

The Workplace Concierge and Experience Coordinator Role

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.

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

• Affiliate with daily office operations to ensure a clean, organized, and fully functional workspace.
• Affiliate with the ordering and restocking of office supplies, pantry items, and workplace equipment, ensuring all purchases align with team guidelines and approval processes.
• Affiliate 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 organized—handling scanning, filing, and maintaining accurate, up-to-date records.
• Respond to and manage requests submitted via Jira, providing backup support as needed.
• Affiliate 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

• Affiliate 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.
• Affiliate with larger onsite events and special projects as needed.

Skills and Requirements

• 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.

Pay

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.

Vacancy Status

This posting is for an existing vacancy.