Workplace Experience Coordinator

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.