Sr. Workplace Coordinator

Perplexity; Northern, New York (KY, NY); Hybrid; USD 60,000 - 90,000; Full time

Job summary

Perplexity's New York City office is seeking a Senior Workplace Coordinator to keep daily operations running, manage vendor relationships, and maintain health and safety compliance. You will open/close the office, support events, and ensure a polished, welcoming environment for employees and guests.

You will coordinate inventory, organize logistics for meetings and offsites, and work with the global Workplace team to align with company-wide standards while fostering a positive, guest-friendly

Qualifications

• 3–5 years in facilities, workplace operations, office administration, or hospitality.
• Proficient with G-Suite or ability to learn quickly.
• Strong organization and planning abilities.
• Ownership mindset with can-do attitude.
• Ability to juggle multiple tasks under tight deadlines.
• Excellent written and verbal communication with confidentiality.
• Passion for supporting others and creating a positive environment.
• Detail-oriented with focus on processes, space, and events.

Responsibilities

• Keep the NYC office running with reception, operations, vendor relationships, and safety compliance.
• Open/close the office daily and support special projects or moves.
• Manage mail, packages, deliveries, and keep them organized.
• Handle inventory and order office/kitchen supplies within budget.
• Keep the office tidy and polished at all times.
• Create a wonderful workplace experience for employees, visitors, and vendors.
• Plan internal and external events aligning with global strategy.
• Coordinate and communicate safety readiness to staff.
• Build relationships with contractors, suppliers, and building management.
• Help coordinate design/construction projects on-site.
• Coordinate and answer workplace tickets promptly.
• Assist with ad-hoc projects as time allows.
• Contribute beyond these responsibilities.

Skills

Facilities experience

Office operations

G-Suite proficiency

Organizational skills

Communication skills

Autonomy

Budget awareness

Hospitality mindset

Tools

G-Suite

Job description

The Workplace team powers and connects the workday for all Perplexity employees across our global offices.

We are hospitality and experience-driven at the core. We are made up of People people, meaning that we love supporting each other and all of the People in our workplace. We take on the good and the bad with optimism and with a positive, kind approach to solving problems, dealing with the obstacles handed to us, and proactively creating good around us. We think about each moment through the lens of our colleagues (our customers) so that we can create thoughtful and memorable experiences no matter what task we have at hand.

Our New York City office of approximately 100 seats is located in Union Square. The NYC Sr. Workplace Coordinator will be a part of the global Workplace team, and will be responsible for all office operational, coordination, and administrative tasks while cultivating a beautiful, positive, and productive workplace.

What You’ll Do

• Keep the NYC office running with respect to the day to day reception, operations, vendor relationships and associated services, employee health & safety compliance, and facility maintenance all while creating a clean, polished, and positive environment for all to enjoy

• Open/close the office daily (8:30am - 5:00pm) + be there at times when no one else is for special projects, maintenance or moves.

• Support team mail and packaging assistance including accepting deliveries of small packages - triage, distribute, keeping it all organized

• Manage inventory and order all office and kitchen supplies while tracking spend and working within the office budget. Remotely help with office and kitchen supply ordering for small neighboring offices.

• Keep the office tidy, clean, organized and looking polished each and every hour of the day

• Create a wonderful workplace experience and environment for employees, visitors, recruits, customers and vendors alike

• Produce thoughtful and inclusive office experiences and events, collaborating with the Workplace team so there is consistency with other office locations and the global strategy

• Organize, monitor, and communicate facility and building safety preparedness to employees

• Build relationships with external parties (contractors, suppliers, etc.) and with building management, maintenance, and cleaning staff, including quality control, vendor accountability, and delivering feedback

• Organize internal and external lunches, meetings, team-building events, and offsites ensuring proper preparation of all logistical pieces.

• Assist with coordinating and being the on-site contact for design and construction projects

• Assist with answering workplace tickets in a kind and timely manner

• Assist with ad-hoc projects when time allows

• Contribute in ways beyond this high level overview of the role’s responsibilities

What You Bring

• 3-5 years of experience working in facilities, workplace operations, office administration, or hospitality fields

• Proficiency with G-Suite Products or the ability to learn software quickly

• Excellent organization, planning and prioritization skills

• Exceptionally strong ownership and can-do attitude with an operational mindset

• Comfortable working autonomously, juggling multiple tasks under tight deadlines, switching gears at the drop of a hat, and having a “no task too small” mentality

• Willingness to jump in where needed, picking up projects and checking things off lists even when it lands on your plate unexpectedly

• Excellent written, non-verbal, and verbal communication skills; the ability to work well with various personality types, and are receptive to feedback...all while maintaining a high degree of professionalism and confidentiality

• Genuine passion for supporting others and a contagiously positive attitude

• The capability to anticipate others' needs and act with patience, kindness, and firmness

• An eye for detail with regards to all things from process to projects to space to events

• The ability to maintain a professional and kind game face even when things aren’t going as planned or desired; a propensity for problem solving quickly and quietly

• A solid sense of self awareness and the desire for feedback to adapt and grow