Workplace Coordinator

3 weeks ago

San Francisco, United States Motion Recruitment Full time

Our large finance and advisory company is looking for a contract Workplace Coordinator. This is an onsite contract position located in San Francisco, CA.


The Workplace Coordinator is the first impression of the office, greeting visitors and employees with a friendly and cheerful demeanor. Success in this position comes with the ability to multitask between several administrative projects while maintaining a positive attitude. The Workplace Coordinator takes ownership of the front of house to proactively improve office processes and procedures while helping support a dynamic office culture. This position requires a magnetic personality and the ability to drive support within a growing company through a blend of culture, administration, operations and special projects.


Contract Duration: 2-Months


Required Skills & Experience

  • High school diploma or GED required, degree preferred
  • 2 years of professional work experience in a professional office or facilities management role; experience in a startup environment is a plus
  • Ability to thrive in a fast-paced and exciting environment
  • Passionate about building and sustaining team culture
  • Demonstrated passion and ability to multitask
  • Excellent interpersonal and team building skills
  • Extreme attention to detail
  • Stellar verbal and written communication skills
  • Experience in Google Suite spreadsheets, expense, billing, and other office software
  • Ability to learn new technical tools quickly
  • Experience working with all levels of management, employees, vendors and customers
  • Strong organizational skills, detail-oriented, and ability to handle multiple and ever-changing priorities in fast-paced office environment
  • Laugh and have fun while being productive
  • Proven record of going the extra mile for your colleagues
  • Must be able to lift 25+ pounds on a regular basis


What You Will Be Doing

Daily Responsibilities

  • Oversee ordering, stocking, and inventory of the office’s fully-stocked kitchen and office supplies through vendors like Amazon, Costco, Staples, and others.
  • Staff and fulfill front desk reception duties including being on time to work to open up office functions (visitor management system, stock rooms, starting coffee, etc)
  • Create a warm, welcoming and professional atmosphere in the office.
  • Provide day-to-day office support including employee/visitor management, food service for special events, conference room scheduling and set-up, troubleshoot office equipment, oversee incoming/outgoing mail, provide runner service as needed, and assist with any building and security requests.
  • Set-up and take-down of office meetings and other special events as needed.
  • Keep the office looking organized and clean throughout the day, coordinate with janitorial staff or day porter as needed to ensure office cleanliness.
  • Be a strong partner to team members as well as other functions like People, IT, and Corporate Real Estate to ensure the office is set up and run in a manner consistent with the client's culture and values.
  • Partner closely with the recruiting team to facilitate candidates through the onsite interview process, acting as the liaison between candidates and interviewers.
  • Process new hire administrative tasks in the relevant systems.
  • Provide hospitality services to interview candidates to ensure their interview day experience is seamless.
  • Schedule conference rooms as needed for onsite interviews and help the EA or recruiting team with conference room bookings as needed.
  • Responsible for new hire desk set-ups (and resets) across the office, ensuring Day 1 swag and desk is cleaned and prepared for a great first impression. Coordinate with IT to ensure all equipment is on the desk prior to Day 1.
  • Work with other Workplace Coordinators across the portfolio to help organize and engage the office for community and employee engagement activities.
  • Integrate new employees with necessary equipment, information, and company SWAG to ensure they have a welcoming first impression experience with the client Employee Experience Programming
  • Partner with the Employee Experience team to implement “Think Globally, Act Locally” engagement initiatives that drive employee participation and the workplace experience.
  • Creatively lead engagement and morale events and programs (in alignment with other sites) including corporate milestones, holiday celebrations, wellness initiatives, birthday and anniversary programs, etc.
  • Be an operational lead for cultural diversity and inclusion initiatives including coordination with client ERG/Circles.
  • Represent the client in the community such as participation in local volunteer or give-back activities.
  • Take initiative to develop rapport and relationships with Business Units, on-site leadership, and understand how the Workplace Coordinator position can support team goals and employee experience in the office.
  • Help support sitewide and/or team specific initiatives.
  • Draft and issue regular site updates and communications to drive participation in initiatives (via Slack, email, newsletters, wallboards), help be the voice of the office.

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