Workplace Coordinator

Job Description

Job Description

We are looking for a Workplace Coordinator to help create an organized, welcoming, and efficient office environment in Mountain View, California. This contract-to-permanent opportunity is ideal for someone who enjoys balancing front-of-house support, workplace logistics, and day-to-day operational coordination. The person in this role will serve as a key point of contact for employees, guests, and service partners while helping the office run smoothly each day.

Responsibilities:
• Welcome employees, candidates, and visitors at the front desk while creating a welcoming and friendly onsite experience.
• Facilitate visitor readiness by coordinating confidentiality documentation and ensuring appropriate access procedures are completed before arrival.
• Arrange team meals and refreshments, including recurring lunch support early in the week and occasional evening food orders as needed.
• Monitor and replenish office materials, pantry items, beverages, and branded merchandise to maintain appropriate inventory levels.
• Keep shared spaces presentable and fully stocked, including kitchen areas, refrigerators, coffee stations, and other common-use environments.
• Receive incoming packages, sort deliveries, and distribute shipments to the appropriate recipients in a timely manner.
• Place and manage external orders with vendors and delivery platforms while tracking fulfillment for office needs.
• Provide administrative support for recruiting efforts by helping coordinate onsite interviews, events, and career fair logistics.
• Prepare meeting and conference rooms for daily use and work closely with facilities partners, property management, and service providers to address workplace needs, including submitting and following up on maintenance requests.
• Oversee workplace access items such as badges and key fobs and assist with general office operations coordination as needed.• At least 1 year of experience in workplace coordination, office administration, reception, or a similar support-focused role.
• Strong organizational skills with the ability to manage multiple priorities and maintain follow-through in a fast-paced environment.
• Comfortable handling inbound calls, greeting visitors, and providing effective front-facing support.
• Experience coordinating schedules, vendors, deliveries, or office services with strong attention to detail.
• Proficiency with Microsoft Office applications for communication, tracking, and administrative tasks.
• Ability to work independently while collaborating effectively with internal teams and external partners.
• Sound judgment in managing visitor access, confidential documents, and day-to-day workplace needs.