Workplace Experience Coordinator
Career Group · Palo Alto, CA
Apply & track with Apply EdgeWorkplace Experience Coordinator
The firm is known for its collaborative, entrepreneurial culture and commitment to creating a high-touch experience for its employees, executives, guests, and business partners.About the RoleOur client is seeking a Workplace Experience Coordinator to help make their Palo Alto office a welcoming, efficient, and engaging place to work. This individual will support the day-to-day operations of the office, including facilities, vendors, supplies, meetings, events, and overall employee experience.This is a highly visible, hands-on role for someone who notices what needs to be done, takes ownership, and can adapt quickly as priorities shift. The Workplace Experience Coordinator will report to the Workplace Experience Manager and partner closely with teams across the organization, including Workplace Experience, IT, People, and the San Francisco office.This is a fully onsite position based in Palo Alto, Monday through Friday, from 8:00 AM to 5:00 PM.ResponsibilitiesOwn day-to-day office and facilities operations, including space readiness, office supplies, maintenance requests, and coordination with building management.Manage building and office access for guests and business partners, helping ensure appropriate access controls and office capacity.Manage the office snack and beverage program, including ordering, stocking, inventory management, and quarterly product rotations.Coordinate and manage workplace vendors while building strong working relationships with property management and other service partners.Deliver a high-touch, hospitality-driven workplace experience for employees, executives, guests, and business partners.Coordinate onsite meetings, employee events, appreciation initiatives, and office activations, ensuring spaces and services are thoughtfully prepared.Partner with IT and People teams to support onboarding logistics, including desk assignments, workstation readiness, office orientation, and badge-access coordination.Serve as a go-to resource for employee questions regarding the office, amenities, workplace services, and building operations.Partner cross-functionally on workplace projects, office communications, safety and emergency preparedness, documentation, and other operational initiatives.Proactively identify workplace needs and opportunities for improvement, following issues through from identification to resolution.Provide additional onsite support as needs arise, particularly during busy periods, events, executive visits, or changing office priorities.Remain open to occasionally supporting onsite events outside of standard business hours. Eligible after-hours support will be compensated with overtime pay.Willingness to occasionally support the San Francisco office and provide additional onsite coverage as needed.Qualifications2+ years of experience in workplace operations, office coordination, facilities, hospitality, administrative operations, or a related field.Experience managing vendors and coordinating invoices, purchase orders, or similar operational workflows.Strong organizational and project-management skills, with the ability to manage multiple workstreams and follow requests through to completion.Experience coordinating office events, employee programming, facilities needs, meeting logistics, or onboarding activities.Strong interpersonal and customer-service skills, with experience supporting a professional office environment.Proficiency with Microsoft Office, Google Workspace, and Slack, with the ability to quickly learn new workplace, facilities, and operational tools.Highly organized and comfortable managing multiple priorities, vendors, and last-minute requests without losing sight of the details.Strong bias toward action with sound judgment and the ability to solve problems independently while knowing when to escalate.Clear, professional, and warm communication style with employees, executives, guests, vendors, and building partners.Hospitality-first, white-glove service mindset with a genuine interest in creating an exceptional onsite experience.Comfortable working independently in a fast-paced environment while remaining composed and solutions-oriented when priorities shift.Proactive, resourceful, and attentive to the details that make a workplace feel polished and well run.Excited to use technology and AI-enabled tools to work more efficiently and comfortable learning new systems.Ability to work onsite in Palo Alto Monday through Friday, 8:00 AM to 5:00 PM.Please submit your resume for consideration!You can use WorkGrades to collect and manage your references for free and share them with us or anyone else you choose by visiting workgrades.com/home/candidate. Candidates with references are always preferred by our clients. Now is the most important time to stand out from the crowd. We suggest that you ensure you have updated your LinkedIn profile and that you start collecting your references early.We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Initiative for Hiring.