Office Experience Coordinator

Job Description

Job Description

Office Experience Coordinator

Location: Los Angeles, CA
Schedule: Full-time, on-site

Status: Non-exempt

About the Role

Pixi is looking for a polished, proactive and highly organized Office Experience Coordinator to be the face of our office and the go-to person for day-to-day workplace support. This role combines front desk reception, office coordination, basic administrative support and workplace/facilities oversight.

You will greet visitors, answer and route calls, support employees across teams, coordinate with vendors and building management and keep the office organized, stocked and running smoothly. The right person is warm, dependable, detail-oriented and takes ownership of creating a professional, welcoming, and efficient office environment.

Key Responsibilities

Front Desk & Communication

• Serve as the first point of contact for employees, candidates, clients, vendors, and guests.
• Greet visitors in a professional and welcoming manner.
• Answer, screen, and route incoming phone calls and messages.
• Manage front desk coverage and maintain a positive office experience for anyone entering the space.
• Handle incoming and outgoing mail, packages, deliveries, and courier requests.
• Support communication across teams for office updates, visitors, deliveries, repairs, and day-to-day workplace needs.

Office Operations & Facilities

• Maintain a clean, organized, professional, and fully functional office environment.
• Ensure the reception area, conference rooms, kitchen, common areas, and workspaces are presentable and ready for use.
• Monitor office equipment and shared spaces, including printers, phones, Wi-Fi, kitchen appliances, coffee stations, lighting, and meeting room setup.
• Identify workplace issues quickly and coordinate repairs or service requests with vendors, building management, or internal teams.
• Manage office supply inventory and place orders as needed.
• Keep snacks, beverages, pantry items, coffee, and fridges stocked and organized.
• Coordinate with cleaning services, maintenance vendors, building management, and other outside partners.
• Help maintain workplace standards, office procedures, and day-to-day operational readiness.

Administrative Support

• Provide basic administrative support including scheduling, calendar coordination, meeting setup, document preparation, and data entry.
• Assist with team meetings, internal events, lunches, and office-wide activities.
• Support onboarding logistics such as desk setup, welcome materials, badges, and new hire readiness.
• Track office-related orders, invoices, receipts, and vendor information.
• Maintain office contact lists, seating charts, supply records, and other administrative materials.
• Handle confidential information with discretion and professionalism.

Qualifications

• 2+ years of experience in office coordination, front desk, receptionist, workplace experience, hospitality, or administrative support.
• Excellent verbal and written communication skills.
• Strong interpersonal skills with the ability to work effectively across teams and with external visitors.
• Highly organized with strong attention to detail and follow-through.
• Proactive, resourceful, and comfortable solving problems independently.
• Strong service mindset and professional presence.
• Ability to manage multiple priorities in a fast-paced office environment.
• Proficiency with Google Workspace or Microsoft Office, Slack, Zoom, and basic office equipment.
• Must be able to work on-site during regular business hours.

Preferred Qualifications

• Experience supporting a busy corporate office or headquarters environment.
• Experience with vendor coordination, facilities support, or workplace operations.
• Experience planning or supporting team events and meetings.
• Familiarity with basic expense tracking, invoice processing, or purchasing.

What Success Looks Like

• Visitors and callers are handled promptly, professionally, and warmly.
• The office is consistently clean, stocked, organized, and ready for the day.
• Workplace issues are noticed early and resolved quickly.
• Employees feel supported and know who to go to for office-related needs.
• Conference rooms, kitchen areas, supplies, snacks, and fridges are consistently maintained.
• The overall office experience reflects a high standard of professionalism and care.

Physical Requirements

• Ability to sit, stand, walk, and move around the office regularly throughout the day.
• Ability to lift and carry office supplies, packages, and pantry items up to 25 pounds.