Workplace Experience Coordinator

We are seeking a dependable, detail-oriented Workplace Experience Coordinator to support our employees in our various office locations. This position plays an important role in maintaining an organized, welcoming, and productive workplace. Serving as the first point of contact for visitors and a central resource for employees, the Workplace Experience Coordinator oversees day-to-day office activities, provides administrative support, and helps ensure operations run smoothly.

The ideal candidate is proactive, highly organized, comfortable managing multiple priorities, and committed to creating a positive workplace experience. This position may be structured as either full-time or part-time depending on the office’s operational needs requiring to be in-office.

How you'll add value:

Office Management & Operations

• Monitor and maintain inventory of office supplies and place orders as needed

• Oversee maintenance and functionality of office equipment and facilities

• Liaise with building management, service vendors, and suppliers to coordinate office needs

• Ensure common areas (e.g., kitchen, meeting rooms) remain tidy, organized, and fully stocked

Administrative Support

• Assist in managing schedules, calendars, and meeting coordination for leadership and team members

• Provide travel booking assistance, including flights, lodging, and itineraries, when needed

• Support day-to-day administrative tasks, employee onboarding tasks, and special projects

• Coordinate incoming mail and assign to appropriate groups for review

Reception & Front Desk Duties

• Welcome and assist office guests and visitors, providing a warm and professional first impression

• Answer and route incoming calls and handle general inquiries

• Manage incoming and outgoing mail, deliveries, and shipments

Event & Culture Coordination

• Organize and execute internal team events, office celebrations, and team-building activities

• Coordinate logistics for meetings, including room booking, refreshments, and materials

• Assist in initiatives that promote a positive, engaging, and inclusive office culture

Recordkeeping & Documentation

• Maintain accurate records, including invoices, receipts, and office logs

• Processing incoming mail by scanning and sending to the appropriate department

• Support expense reporting and document filing

Team & Leadership Support

• Provide general assistance to colleagues and leadership across departments

• Proactively identify ways to improve processes and enhance office efficiency

What you'll need to be successful in this role:

• Minimum 2 years of experience in office coordination, administration, or a related role

• Exceptional organizational and time-management skills

• Clear, professional communication skills, both written and verbal

• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook)

• Comfortable learning and using office management platforms or tools

• Comfortable using AI to automate and optimize daily workflows, with accountability for the final result

• Friendly, approachable demeanor with a proactive, positive, can-do attitude

• Ability to maintain confidentiality and professionalism

Work Environment & Expectations

This is an in-office role based in one of our office locations. Whether this role is part-time or full-time, this position is integral to the daily functioning of the office and the experience of our team and visitors. Work is primarily performed in a professional office environment, with regular interaction with employees, visitors, vendors, and service providers. The position routinely involves working at a desk, using a computer, telephone, printer, copier, and other standard office equipment. The position also may work in a reception or shared workspace where interruptions, visitor traffic, and changing priorities are common. The role requires the ability to manage multiple tasks, respond to time-sensitive requests, and maintain professionalism in a fast-paced environment. Occasional early-morning, evening, or additional in-office availability may be required for meetings, events, deliveries, or office-related projects.

In terms of physical requirements, this position will require:

• Ability to remain in a stationary position for portions of the workday while performing computer-based and administrative tasks.

• Ability to move throughout the office to greet employees and visitors, deliver materials, access office equipment, manage supplies, and support meetings or events.

• Ability to operate a computer and other standard office equipment for extended periods.

• Ability to communicate and exchange accurate information with employees, visitors, vendors, and other business contacts in person, by telephone, and through electronic communication.

• Ability to occasionally bend, reach, kneel, or climb stairs while organizing supplies, tidying common areas, preparing meeting rooms, or completing other office-related duties.

• Ability to occasionally lift, carry, push, or move office supplies, packages, and equipment weighing up to 20 - 25 pounds.

• Ability to perform the essential functions of the position with or without reasonable accommodation.