Workplace Experience Coordinator

Our Workplace Experience Team is growing, and we’re looking for a hands-on Workplace Experience Coordinator to take ownership of day-to-day operations and elevate the experience of our Palo Alto office. This role is pivotal in maintaining a well-functioning, safe, and welcoming workplace that supports our employees’ productivity and well-being.

We are seeking a proactive, detail-oriented individual with excellent communication, organization, and vendor management skills. The ideal candidate will excel at balancing hard and soft facilities services, managing priorities efficiently, and delivering an exceptional experience for employees, visitors, and executives.

This is an essential role with a requirement to be in the office 5 days a week, based in Palo Alto.

What You'll Do:

Facilities & Vendor Management

• Ensure the upkeep, cleanliness, organization, and safety of the workplace environment, with a focus on creating space employees enjoy.
• Source, coordinate, and manage vendors and contractors, including janitorial, catering, pantry services, pest control, FLS, HVAC, plumbing, and electrical services (including after-hours work as needed).
• Conduct walkthroughs to identify and address issues proactively, ensuring tasks are followed through to completion.
• Oversee hard services such as equipment preventative maintenance, building systems, and vendor management for quick and efficient resolution of issues.

Operational Excellence

• Prioritize and complete assigned tasks efficiently using email, project management software, and other tools.
• Maintain and update the site playbook, policies, and procedures to ensure clarity and alignment with operational goals.
• Manage inventory and ordering for office supplies, pantry items, and other needs, while tracking budgets.
• Oversee mail management and internal ticketing requests to ensure timely follow-up and resolution.
• Assist with emergency preparedness, including planning and facilitating drills and procedures.
• Ensure full adherence to office policies, state regulations, building requirements, and governmental compliance by staying informed of current standards and implementing necessary measures.

Space Management

• Manage and optimize space planning to ensure the office meets employee needs while balancing constraints and future growth.
• Partner with teams to handle moves, adds, and changes (MAC). 
• Support onboarding and offboarding by preparing and resetting desks, collaborating with IT, and ensuring a seamless experience for new hires and departing employees.

Employee & Visitor Experience

• Deliver an exceptional guest and visitor experience, with attention to professionalism and hospitality, including executives and VIP visitors.
• Collaborate with leadership to create a workplace that fosters employee well-being, safety, and engagement.
• Organize office events, including happy hours, celebrations, all-hands meetings, and other gatherings.

Communication & Team Collaboration

• Act as the main point of contact for internal teams, vendors, and contractors, ensuring clear communication and alignment.
• Communicate effectively and professionally in person, via email, and through tools like Slack to ensure clear and consistent messaging. This includes promoting events, fostering collaboration, and providing timely guidance and direction to employees and teams.
• Collect and share data and insights on employee and office needs to inform action plans.

What We're Looking For:

• 1-3 years of experience in office management, facilities coordination, or a similar role, preferably in a fast-paced, dynamic environment.
• Demonstrated experience managing vendors and contractors for both hard and soft services in a corporate office setting.
• A skilled communicator who can navigate internal and external interactions with ease, keeping all stakeholders in the loop.
• Knowledge of building systems and the ability to troubleshoot and oversee vendor-led resolutions.
• Strong attention to detail and follow-through to completion, especially for walkthroughs and operational tasks.
• Proven ability to manage priorities, work independently, and communicate effectively with both internal and external stakeholders.
• Proficiency in G-Suite, Slack, Jira, and office-related software.
• Experience with budgeting, purchasing, and financial reconciliation.
• A self-starter with exceptional organizational skills and a solution-oriented mindset.
• Maintain a “can do” mentality with the ability to act with minimal information
• Comfortable lifting up to 50+ lbs and assisting with physical office setups.
• Previous Facilities experience preferred