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Workplace Experience Coordinator

4 months ago

San Francisco, United States Navan Full time

Our Workplace Experience Team is growing and we're looking for a hands-on Workplace Experience Coordinator to assist with the day-to-day operations and experience of our office. We are looking for a detail-oriented individual with excellent communication, organization, project management, team, and customer service skills to help us take things to the next level.

We believe in the power of in-person connection. It is critical for this role to be a proactive problem solver and someone who is always looking to improve things while proposing solutions.

This role is an essential role and will have an in-office requirement based in San Francisco.

What you'll do:

  • Ensure the upkeep, cleanliness, organization, and safety of the workplace environment
  • Help to source and manage vendors and contractors, including but not limited to, janitorial, catering, pantry services, pest control, FLS, HVAC, plumbing, and electrical, which may include after-hours work
  • Assist with onboarding and offboarding by setting up/breaking down assigned desk space, partnering with IT to set up/retrieve equipment, and being the go-to resource for any questions
  • Conduct pre-defined building walk-throughs to maintain building and workplace standards and following up with necessary action
  • Assist with Facilities hard-services related items, including equipment preventative maintenance scheduling and vendor management
  • Document and organize all incoming and outgoing mail to ensure timely notification and compliance
  • Organize internal ticketing requests to facilitate timely action and resolution
  • Timely and efficient completion of assigned day-to-day tasks via email, project management software, and other tools
  • Regular upkeep and updating of site playbook and related documentation
  • Assist with the creation and updating of policies, procedures, and standards
  • Communicate effectively verbally in-person and via email or Slack with employees to promote events, drive collaboration and give guidance and direction when needed
  • Assist with ordering and inventory management for the office including, pantry, office supplies, and other office-related items, including updating budget trackers
  • Assist and be a point of contact for moves, adds, and changes (MAC)
  • Regular upkeep and management of space planning software to support team needs
  • Assist with office event setups and breakdowns, including, happy hours, celebrations, all-hands department meetings, and other office events
  • Be a resource and partner to all departments to assist with questions and help needed
  • Assist with planning and facilitating emergency-related drills and procedures
  • Assist with data gathering (quantitative and qualitative) to capture team needs and share with cross-functional teams and leadership to formulate action plans
  • Ensure we adhere to office policy, state regulations, building, and governmental compliance
What We're Looking For:
  • 2-3 years of experience in office management, project management, or a relevant position, ideally in a fast-paced environment
  • 2 years of experience managing vendors and contractors in an office environment, preferably tech
  • Understanding of financial concepts, including budgeting, purchasing, and consolidation
  • A team player, flexible, and professional
  • Detail-oriented, confident, and self-starter with exceptional prioritization and organizational skills
  • Experience in G-Suite, Slack, and office-related software
  • Maintain a "can do" mentality with the ability to act with minimal information
  • Ability to operate efficiently without guidance and direction
  • Ability to interact and communicate professionally, effectively, and in a friendly manner
  • A great communicator that can build strong working relationships with vendors, internal and external partners
  • Ability to delegate tasks to our team of contractors and oversee that work is completed in a timely manner
  • Ability to lift 50+ lbs
  • Previous Facilities experience preferred


The posted pay range represents the anticipated low and high end of the compensation for this position and is subject to change based on business need. To determine a successful candidate's starting pay, we carefully consider a variety of factors, including primary work location, an evaluation of the candidate's skills and experience, market demands, and internal parity.

For roles with on-target-earnings (OTE), the pay range includes both base salary and target incentive compensation. Target incentive compensation for some roles may include a ramping draw period. Compensation is higher for those who exceed targets. Candidates may receive more information from the recruiter.

Pay Range

$19-$39 USD