Workplace Services Coordinator

Workplace Services Coordinator

This role is well-suited for candidates with 13 years of experience in office services, corporate reception, hospitality, administrative support, or a related employee facing environment. Successful candidates bring a strong service mindset, exceptional professionalism, and the ability to manage multiple day to day operational responsibilities with consistency, sound judgment, and attention to detail.

Experience supporting front desk operations, conference room readiness, mail and package handling, and office supply upkeep in a professional setting is required. Candidates should be comfortable following established procedures while also working effectively in the gray, balancing routine tasks alongside frequent interruptions and walk-up requests, communicating clearly with internal teams and vendors, and escalating issues appropriately as needed.

Strong organizational skills, reliability, discretion, and the ability to maintain a well-run office environment are essential. The role also requires comfort using workplace technology and learning new tools as needed, as well as performing physical aspects of the job, including standing, walking, bending, lifting or moving office supplies, packages, or catering items.

Duties and Responsibilities

Front Desk

• Welcome and host all visitors as the first point of contact, ensuring check-in and access setup per security protocols, and offering beverages and restroom access.
• Provide restroom access and beverages upon arrival.
• Maintain ongoing communication with security and office teams to verify guest approvals and coordinate access logistics, including entry into the suite, parking validations, and required security protocols.
• Answer all incoming lines at reception.
• Assist with conference room scheduling by maintaining daily visibility into the calendar to ensure presence of meeting arrivals, and review daily conference room activity in advance to identify required prep, stocking needs, and overall readiness prior to meeting start times.
• Maintain the front desk area to a high standard, ensuring it remains clean, organized, and welcoming throughout the day.
• Receive all main phone line correspondence and relay messages promptly to appropriate team members.
• On occasion or requested by various departments to assist with meeting setup and cleanup.
• On occasion or requested by various departments to assist with events such as Culture Crew, hosted meetings.

Office Upkeep

• Monitor inventory and maintain through the day and week office supplies for the designated common areas and printers (stocked with paper).
• Perform quick resets of conference rooms between meetings (chairs, cables, whiteboards, wipes, markers).
• Continuously maintain refrigerator cleanliness, stock levels, and organization, including routine audits of food and storage areas.
• Supply ordering office supplies, business card orders (all offices) and nameplate orders (WMC).
• Supply ordering office equipment (printers, mail machines).
• Supply ordering liquid (coffee, water, canned drinks).
• Track supply order requests and deliveries from individual departments.
• Monitor and maintain the mailing system, including maintenance, supplies (refer to office supplies). Ensure sufficient postage.
• Keep all common and storage spaces tidy, organized, and fully stocked 100% of the time, including during high-volume periods such as earnings cycles and Board of Directors meetings.
• Supply ordering ensure sufficient supplies for the Pitney Bowes postage machine.
• Conduct regular walkthroughs of common areas, conference rooms, and collaboration spaces to ensure they are clean, organized, and fully functional.

Mail Services Inbound

• Receive and distribute mail and packages via courier (USPS), FedEx, UPS, and any other mail delivery service throughout the day. Follow up as needed.

Mail Services Outbound

• Take down mail bins, containing all outgoing mail, packages, and inter-office courier bags to the first-floor security desk/outgoing FedEx mailbox for EOD pickup.
• Deliver Certified Mail to local USPS office and obtain post mark on Certified Mail Receipt when requested.

Mail Services Logistics & Support

• Provide mail and delivery support, including receiving, dispersing, preparing mailing labels, packing items for shipment, and supporting outbound logistics as needed.

Food Program Coordination

• As applicable, contact caterers for issues with deliveries, orders, timing.
• Coordinate on-site food deliveries by serving as the point of contact upon arrival, ensuring timely and organized food setup, setting aside or delivering individual lunch orders as requested, and notifying the office when meals are ready.
• Support full-office lunch days by managing group lunch coordination and gathering group orders as applicable.
• Setup 23x daily coffee batches and tidy areas as needed.

Workplace Services (Facilities)

• Prepare, print, and post signage as needed for machine outages, mail delivery changes, revised office schedule changes.
• On occasion, run outside errand for immediate food and beverage needs and/or supply requests.
• Receive and log all workplace service requests; coordinate and follow up with the appropriate partiesincluding Property Management (for building issues such as light bulb changes, spills, and out-of-service items) and other vendors (Janitorial, Engineering, Construction, Security, AM/PM)and ensure completion and documentation.

Vendor Invoice Processing

• Organize and process all Corporate Services and Corporate Reception vendor invoices in Yardi, ensuring they are accurately submitted for approval and payment.

Technology Touchpoints

• Assist with basic troubleshooting of visitor management/room devices and escalate to IT as needed.

What We Offer At Kilroy, base pay is one part of our total compensation package and is determined within a range. This provides the opportunity to progress as you grow and develop within the role. The hourly pay range for this role is between $28.85 and $34.25 and your base pay will depend on your skills, experience and training, knowledge, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case. This role is eligible for an annual discretionary bonus as well.

Our comprehensive group health benefits program is built around your total health and provides employees and their families with care and coverage designed to help you thrive. Our health and wellness program offerings include medical, dental, vision, with FSA, HSA options, Group Life & Disability, LTD coverage and much more. Ancillary programs include a retirement savings plan with a competitive employer match, employee support programs like our parental leave coaching program, wellness, and commuter benefits, just to name a few. We invite you to visit our website at to learn more.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

Kilroy Realty Corporation