Workplace Coordinator

Job Description

Job Description

We are looking for a Workplace Coordinator to help create a smooth, welcoming, and well-organized office experience for employees, guests, and new team members in Palo Alto, California. This Contract position supports daily workplace operations, onsite hospitality, and administrative coordination while ensuring the office remains fully stocked, accessible, and ready for business. The ideal candidate brings strong organizational skills, a service-focused mindset, and the ability to manage multiple priorities in a fast-paced IT Software environment.

Responsibilities:
• Create a positive front-of-office experience by greeting employees, visitors, and incoming hires and directing them appropriately.
• Manage workplace access needs by assisting with badges, entry coordination, and door access support throughout the day.
• Oversee daily meal arrangements, including lunch delivery scheduling and related logistics for the office.
• Help plan and execute onsite gatherings and company offsite activities to support team engagement and operations.
• Coordinate guest and member access arrangements, ensuring passes are prepared and distributed accurately.
• Support onboarding activities for new employees, including completion of I-9 verification and remote verification when required.
• Maintain workplace readiness by replenishing snacks, office materials, and other commonly used supplies.
• Track and address office amenity needs, including monitoring shared services and equipment such as water filtration resources.
• Provide broad workplace support across multiple teams and office functions to keep daily operations running efficiently.• At least 2 years of experience in workplace coordination, office administration, or a similar support-focused role.
• Ability to manage schedules, coordinate multiple requests, and stay organized in a fast-moving environment.
• Experience handling front desk interactions, answering inbound calls, and assisting employees or guests professionally.
• Familiarity with access coordination, onboarding support, and general office operations.
• Strong communication skills with a customer-service approach and the confidence to work across different teams.
• Comfortable supporting administrative tasks that may include dispatching, logistics coordination, and process follow-through.
• Demonstrated reliability, attention to detail, and ability to take ownership of day-to-day workplace needs.