Workplace Operations & Experience Coordinator

Description

We are seeking a highly organized and proactive Workplace Operations & Experience Coordinator to ensure our daily operations run seamlessly. Based onsite in our Riviera Beach, FL office, this part-time (~20 hours/week) role acts as the central hub for office management, procurement, facilities upkeep, HR assistance, and employee culture. While based in Florida, you will provide critical operational support across three locations (FL, MTX, Austin), ensuring our physical workspaces are fully equipped, secure, and conducive to a positive team environment.

About Percepto Physical AI for Mission-Critical Operations. Percepto is the Physical AI platform for continuous infrastructure visibility. Our mission is to give asset operators one certainty: nothing changes without them knowing first. We orchestrate autonomous and remote data capture across drones, sensors and other systems into one continuously verified, always-current picture of every asset an operator is accountable for. Periodic inspections force operators to assume everything is fine; continuous visibility replaces assumption with certainty.

Our solutions:

• Axion – the Physical AI platform: a continuously verified model of every asset, the AI and the workflow.
• AIM – the autonomous mission control for every Percepto and third party drone and docking station.
• Ranger – the autonomous capture layer that keeps AIM's picture current without sending people into the field.
• Harbor – the autonomous station that lets Ranger fly continuously with no one on site. Percepto holds a nationwide FAA Beyond Visual Line of Sight (BVLOS) waiver, supports EPA-aligned methane inspection workflows, and is trusted by Fortune 500 energy operators across oil and gas, electric utilities, solar and heavy industry. Percepto is consolidating its engineering, manufacturing, assembly and remote operations center in the United States: built for American infrastructure, and increasingly built here. This role sits at the center of how we tell that story to the US market.

Responsibilities

Procurement & Financial Administration

• Manage all purchasing workflows and approvals, including contract administration and generating purchase orders.
• Take part in annual budgeting and control spending.
• Reconcile spending transactions and manage comprehensive invoice handling across three locations (FL, MTX, Austin).

Facilities & Office Management

• Manage vendor accounts and coordinate on-site visits for building maintenance, repairs, and essential services across three offices.
• Troubleshoot and resolve ad-hoc and ongoing physical office maintenance issues for all three locations.
• Maintain and manage the building access control systems specifically for the TX and FL offices.
• Oversee inventory and order general office supplies for three designated offices as required.
• Manage weekly and ad-hoc grocery and pantry orders for the office.

Front Desk & Administrative Operations

• Manage the front desk, actively greeting guests, receiving visitors, and monitoring overall building access.
• Handle all incoming and outgoing mail, including shipping and receiving logistics.

Culture, Events & Meeting Coordination

• Organize on-site business and executive meetings across three offices, including space preparation, catering logistics, and full day-of coordination.
• Plan and execute company parties and internal monthly/semi-monthly team-building events.
• Champion employee milestones by managing celebrations, company-wide shoutouts, work anniversaries, and significant life events.

Human Resources Support

• Assist the Human Resources department with on-site interview logistics and candidate coordination.
• Provide on-the-ground support for new hire onboarding processes to ensure a welcoming first-day experience.

Requirements

• Associate degree in Office Administration or related field required; Bachelor’s degree preferred.
• 2–4 years in office administration, facilities coordination, or operations management.
• Proven ability to manage facilities and maintain vendor relationships across multiple regional offices (FL, MTX, Austin).
• Experience handling POs, invoice processing, spend control, annual budgeting, and corporate card reconciliation (e.g., Mesh).
• Background in front-desk hospitality, executive meeting logistics, catering, and employee celebration planning.
• Experience coordinating on-site interviews, day-one onboarding logistics, and maintaining confidentiality.
• Hands-on experience with Google Workspace (G-Suite), Slack,
• Highly autonomous and self-motivated with strong attention to detail, clear communication skills, and a proactive problem-solving approach.
• 100% onsite in Riviera Beach, FL on a 50% part-time schedule (~20 hours/week).

Nice to have

• Experience working in a high-tech, fast-paced environment
• Demonstrated background in overseeing facility operations and third-party vendors across remote satellite sites and multiple time zones without direct on-site presence
• Proven ability to rapidly pivot between administrative desk work (invoice reconciliation, budgeting) and immediate physical tasks (vendor repairs, executive meeting setup, deliveries) without losing track of deadlines.
• 1–3+ years working in an early-stage startup, fast-scaling company, or dynamic agency setting where job duties evolve quickly, and standard operating procedures (SOPs) are built on the fly.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times

Why Join Percepto

• Shape the voice of a Physical AI company as it builds its future in the US.
• Work on technology that keeps critical energy infrastructure safer and more reliable, and takes people out of harm's way.
• Tell the story of a platform with real proof behind it: a nationwide FAA BVLOS waiver and Fortune 500 customers.
• High ownership and visibility, working directly with the CMO and executive team.
• Great team and supportive environment
• Career growth and opportunity