Workplace Experience Coordinator - Level 1

We are looking for a Workplace Experience Coordinator - Level 1 to support day-to-day front desk and workplace services for an onsite team in San Jose, California. This Contract position is ideal for someone who enjoys creating a welcoming environment, assisting employees and visitors, and keeping office operations organized and responsive. The person in this role will help manage guest services, reservations, events, vendor coordination, and general workplace support while following established procedures and security guidelines.

Responsibilities:

• Welcome employees, visitors, and guests with a detail-oriented approach while managing check-in activities, visitor credentials, and parking access in line with site security practices.
• Oversee meeting calendars, room bookings, and reservation requests to help teams use workplace space efficiently.
• Coordinate office support services such as mail distribution, supply replenishment, and onboarding logistics to maintain smooth daily operations.
• Arrange workplace events and hosted activities, including reserving space, organizing room setup and breakdown, and ensuring materials arrive on time.
• Respond to questions, service requests, and routine concerns from staff and guests, providing timely solutions with a customer-focused mindset.
• Submit and monitor janitorial and maintenance requests, working with internal teams or service providers to resolve facility-related needs.
• Partner with external vendors for workplace goods and services, helping confirm schedules, deliveries, and service expectations.
• Follow building emergency and safety procedures and escalate issues promptly to protect employees, visitors, and the workplace environment.
• Prepare and share clear information with team members and visitors, including basic presentations or updates when needed.
• High school diploma or equivalent, with up to 2 years of relevant experience in front desk, office coordination, hospitality, or workplace support.
• Strong customer service and interpersonal skills with the ability to interact confidently in a client-facing environment.
• Clear verbal and written communication skills for handling routine inquiries and sharing straightforward information.
• Proficiency with Microsoft Office applications such as Word, Excel, and Outlook.
• Comfortable using computers for scheduling, email, recordkeeping, and other basic administrative tasks.
• Well-developed organizational skills with the ability to manage multiple routine tasks and follow established processes.
• Ability to work onsite in San Jose, California during standard business hours for the duration of the assignment.