Workplace Experience Coordinator

Job Description

Position Summary

The Workplace Experience Coordinator is the onsite leader of a hospitality-driven, client-ready environment, ensuring that every interaction, from arrival to departure, is seamless, polished, and white-glove. This role orchestrates front-of-house services, meeting support, and day-to-day operations to consistently deliver an elevated workplace experience.

Key Responsibilities

Reception & Client Experience

• Support on-site reception specialist to always maintain front desk coverage and serve as the escalation point for reception services
• Provide guidance and daily support to reception and hospitality team members
• Greet and direct guests, ensuring a professional and welcoming first impression
• Answer and route incoming calls and respond to general inquiries
• Manage visitor checkin, office access, and badge coordination in accordance with site procedures
• Coordinate office seating and hoteling requests as applicable
• Schedule and manage conference room bookings and respond to meeting room requests

Hospitality & Meeting Support

• Manage meeting room readiness and shared space presentation
• Coordinate catering and hospitality services for meetings and events
• Maintain conference rooms, pantries, and common areas in a clean, clientready condition
• Provide escalation support for complex or highprofile meetings
• Provide backup support for hospitality services during peak periods or when coverage is needed

Workplace Coordination & Operations Support

• Support daytoday coordination between frontofhouse, hospitality, and office services teams
• Assist with office moves, seating updates, or workspace adjustments as needed
• Assist with coordination of mail, courier, or internal deliveries as needed
• Support basic inventory tracking for workplace supplies and shared resources
• Provide coverage or support for general office services during peak periods or coverage gaps

Security & Access Support

• Assist with visitor access processes and badge coordination
• Support onboarding and offboarding access requests in partnership with building management or security teams
• Monitor visitor flow and escalate any access or security concerns
• Ensure adherence to office security protocols
• Report any observed security issues in accordance with site procedures