Office Experience Coordinator

It's fun to work in a company where people truly BELIEVE in what they are doing!

We're committed to bringing passion and customer focus to the business. Office Coordinator (SR-39377) New York, NY (Onsite)

Fractal is a strategic AI partner to Fortune 500 companies with a vision to power every human decision in the enterprise. Fractal is building a world where individual choices, freedom, and diversity are the greatest assets. An ecosystem where human imagination is at the heart of every decision. Where no possibility is written off, only challenged to get better. We believe that a true Fractalite is the one who empowers imagination with intelligence. Fractal has been featured as a Great Place to Work by The Economic Times in partnership with the Great Place to Work® Institute and recognized as a ‘Cool Vendor’ and a ‘Vendor to Watch’ by Gartner.

Please visit Fractal | Intelligence for Imagination for more information about Fractal

Location : NYC

Note: This position is not eligible for Immigration Sponsorship at this time. Role Overview This is not your average office coordinator, admin, or receptionist role. This role is highly visible to our executive team.

The Office Experience Coordinator (OEC) will act as the face of the New York Office and help elevate the office and employee experience for a fast-growing, global AI company. The OEC is a critical operations partner who helps the office function smoothly while centering people, safety, and the employee experience in everything they do.

Responsibilities Office & Facilities Oversight

• Manage and maintain daily office operations across kitchen, common areas, conference rooms, and vendor access
• Serve as primary liaison to WTC management, vendors (cleaning, catering, delivery), and building services
• Track and respond to maintenance, HVAC, or building access issues swiftly

Front-of-House Leadership

• Greet guests, maintain ‘front desk’ readiness, and uphold a best-in-class visitor experience
• Answer phones and ensure seamless communication flow

Internal Catering & Events

• Coordinate weekly staff lunches (3x/week), special celebrations, and department events
• Liaise with Marketing and HC to execute internal activations and experiences
• Track dietary needs, vendor orders, and event budgets

Supply & Mail Management

• Own inventory and restocking of snacks, beverages, stationery, and pantry items
• Oversee incoming/outgoing mail, including international shipments
• Support HC with compliance postings and physical document routing

Emergency & Safety Communication

• Serve as office safety warden and lead closure communications when needed
• Maintain emergency protocol documentation and floor warden coordination

Office Spend & Reporting

• Maintain NYO spend tracker and coordinate with Finance on recurring vendor costs
• Process and reconcile operational invoices as needed

People Experience Support

• Coordinate onboarding setup (desk prep, badge activation, laptop handoff) in partnership with IT and HC
• Ensure first-day and ongoing employee experience reflects company values
• Create weekly office newsletter

Qualifications

• 3+ years in office operations, admin, hospitality, or facilities coordination role
• Experience managing vendors, budgets, and multi-departmental needs
• Exceptional organizational and communication skills
• Proficiency in MS Office, Teams, and basic spreadsheet tracking
• Ability to lift/carry items and be physically present onsite 5 days a week (8am-4pm EST)
• Calm under pressure, solution-focused, and people-first mindset
• Take ownership, solution-oriented mindset

Nice to Haves

• Event planning or experience coordination background
• Experience working in a fast-paced, scaling company
• CPR/First Aid or Safety Training certified
• Licensed Notary

Pay The wage range for this role 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. At Fractal, it is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case. A reasonable estimate of the current range is: Up to $80,000 . In addition, you may be eligible for a discretionary bonus for the current performance period.

Benefits As a full-time employee of the company or as an hourly employee working more than 30 hours per week, you will be eligible to participate in the health, dental, vision, life insurance, and disability plans in accordance with the plan documents, which may be amended from time to time. You will be eligible for benefits on the first day of employment with the Company. In addition, you are eligible to participate in the Company 401(k) Plan after 30 days of employment, in accordance with the applicable plan terms. The Company provides 11 paid holidays and 12 weeks of Parental Leave. We also follow a “free time” PTO policy, allowing you the flexibility to take the time needed for either sick time or vacation.

Fractal provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!

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