Workplace Experience Coordinator

This is a Full Time Job

We're looking for a Workplace Experience Coordinator to be the face and engine of our LA office. You'll greet everyone who walks through the door, keep the day-to-day running smoothly, and make sure the office is a place people actually want to come to. Think of this as part receptionist, part office manager, part hospitality pro, someone who treats every person and every request, big or small, with genuine warmth and follow-through.

This is a highly visible role. You'll set the tone for how the company feels to employees, candidates, vendors, and guests from the moment they arrive.

What You'll Do:

Front of House / Reception
• Greet all visitors, guests, and employees with a warm, professional welcome
• Manage the front desk: guest access, deliveries, mail, and package handling
• Keep the reception and common areas tidy, stocked, and presentable at all times

Office Management & Maintenance
• Own the day-to-day upkeep of the office, from tidying shared spaces to coordinating repairs and maintenance requests
• Manage relationships with building management, cleaners, and maintenance vendors
• Proactively spot issues (a flickering light, low coffee stock, a broken chair) and resolve them before they're asked about
• Coordinate desk setups, seating, and space planning as the team grows

Supplies & Vendor Relationships
• Order and manage inventory of office and kitchen supplies, keeping costs sensible and stock levels reliable
• Source and manage vendors (catering, cleaning, office supplies, repairs, etc.), negotiating good terms and holding them accountable to service quality
• Maintain relationships with building/property management and local service providers

Expenses & Admin
• Process office-related expenses, invoices, and receipts accurately and on time
• Track and manage the office budget; flag spend trends or opportunities to save
• Support light bookkeeping/admin tasks tied to office operations

Onboarding & Employee Experience
• Support People team with new hire logistics: desk setup, equipment, office access, welcome materials
• Be a friendly first point of contact for new employees on their first day
• Help plan and execute office events, celebrations, and culture moments

Support other HR/People coordination tasks as needed

What We're Looking For:
• 2+ years in office management, front desk/reception, hospitality, or customer service (coffee shop, hotel, retail - service-heavy backgrounds are a huge plus)
• A genuine ''no task is too small'' attitude, equally happy restocking the fridge or coordinating a vendor contract
• Proactive problem-solver, sees what needs to be done and does it, without waiting to be asked
• Strong organizational skills and the ability to juggle multiple priorities without dropping the ball
• Warm, upbeat, and unflappable under pressure, the kind of person who makes people feel taken care of
• Comfortable with basic expense tools, spreadsheets, and office software (Google Workspace/Microsoft Office; expense tools like Nexonia)
• Trustworthy and discreet, you'll have visibility into sensitive spaces (budgets, new hires, guests)
• Experience with vendor negotiation or contract management
• Experience supporting onboarding or HR coordination
• Familiarity with facilities/building management processes
• The office runs so smoothly, people barely notice the effort behind it
• Supplies never run out, expenses are accurate and on time, vendors deliver reliably
• New hires feel set up and welcomed from day one

Reports to: President, People + Operations
Location: On-site, full-time Los Angeles office
Salary: $68,000 - $70,000 /year

Company context: 100+ person company with two offices. This role owns the LA office end-to-end and is the sole on-site admin presence there, no local backup, so ownership and follow-through matter.