Workplace Experience Coordinator

MalaceHR is seeking a professional, organized, and customer-focused Workplace Experience Coordinator to support daily workplace operations at a client facility. This position serves as the first point of contact for employees, visitors, and vendors while ensuring a welcoming, efficient, and well-maintained workplace environment.

The ideal candidate will have experience in facilities coordination, workplace operations, hospitality, or security, along with excellent communication skills and a passion for delivering exceptional customer service.

Key Responsibilities

Front Desk & Lobby Operations

• Serve as the primary point of contact for employees, guests, and vendors, providing a professional and welcoming experience.

• Respond promptly to inquiries through Slack, email, and in-person interactions.

• Provide information, directions, and assistance regarding campus services, amenities, and activities.

• Manage employee and visitor badging, registration, and access procedures in accordance with site security requirements.

• Maintain a professional, organized, and welcoming lobby and reception environment.

Workplace & Facilities Support

• Conduct daily walkthroughs of the facility, including kitchens, common areas, meeting rooms, and workspaces, to ensure cleanliness, functionality, and overall presentation.

• Coordinate employee moves, workspace reconfigurations, and workstation setup to support daily business operations.

• Monitor and maintain kitchen inventories, food and beverage supplies, and general workplace consumables.

• Manage purchasing receipts, track expenses, and maintain organized records of workplace-related purchases.

• Submit, monitor, and follow up on facilities service requests for maintenance, repairs, cleaning, and other workplace needs.

• Coordinate with internal teams, facilities personnel, and vendors to resolve workplace concerns efficiently.

• Assist with furniture moves, room setups, and general workplace organization as needed.

Event Coordination & Employee Experience

• Provide logistical and operational support for on-site events, including employee celebrations, company meetings, product launches, and engagement activities.

• Assist with event preparation, room configurations, supply coordination, and post-event cleanup.

• Ensure meeting spaces and common areas are properly prepared for scheduled activities.

• Support initiatives designed to enhance the overall employee workplace experience.

Client Relations & Service Delivery

• Maintain strong working relationships with employees, client representatives, vendors, and facilities teams.

• Deliver exceptional customer service while maintaining a professional and solutions-oriented approach.

• Ensure daily operations align with client expectations, established procedures, and contractual requirements.

• Meet or exceed established Key Performance Indicators (KPIs) and service-level expectations.

• Identify opportunities to improve workplace efficiency, service quality, and employee satisfaction.

Qualifications & Requirements

• Minimum of 3 years of experience in facilities coordination, workplace operations, hospitality, front desk operations, or security.

• Excellent verbal and written communication skills with a strong customer service mindset.

• Strong organizational skills and the ability to manage multiple responsibilities in a fast-paced environment.

• Experience using email, Slack, Microsoft Office, or similar workplace communication and administrative platforms.

• Ability to coordinate with vendors, employees, and management while maintaining professionalism.

• Strong problem-solving skills with the ability to work independently and take initiative.

• Experience with inventory management, purchase tracking, or administrative support preferred.

• Ability to lift up to 50 lbs and assist with moving furniture, supplies, and workplace equipment as needed.

• High attention to detail and a commitment to maintaining a clean, organized, and welcoming workplace.