Workplace Experience Coordinator

This Jobot Job is hosted by: Christina Finster
Are you a fit? Easy Apply now by clicking the "Apply Now" button and sending us your resume.
Salary: $80,000 - $120,000 per year

A bit about us:

Our client is a rapidly growing Series B start-up in Seattle, WA. This is a confidential search and no client details will be disclosed until a recruiter phone screen is conducted.

Why join us?


Job Details

At Hubble Network, smooth processes and systems are the key to our success. We are looking for a resilient, proactive, energetic, and highly organized Onsite Workplace Experience Coordinator to ensure our office runs seamlessly. This role demands strong business acumen, adaptability, and exceptional communication skills to support employees while creating a polished, welcoming experience for visitors.

The ideal candidate thrives in fast-paced, high-change environments and embraces context switching with ease between hands-on operational tasks-like receiving pallet deliveries-to confidently welcoming investors, board members, candidates, and other guests. In moments of high stress, they bring a calm, solutions-oriented mindset, staying focused on impact rather than distractions. They take full ownership of their work, operate with grit and confidence, and approach every challenge with a get-it-done mentality.

This role is pivotal in bolstering operational efficiency by actively contributing to developing and refining procedures and policies, ensuring seamless dissemination of crucial information across the entire office, and upholding employee safety standards. The Workplace Experience Coordinator will collaborate closely with the broader operations team, supporting key initiatives while fostering an inclusive, high-performing workplace culture.

Objectives of this role
Serve as the primary point of contact for all office operations matters, actively engaging in hands-on management of the office to guarantee the team's optimal efficiency and effectiveness.
Takes full ownership of the visitor experience and process, creating a welcoming and polished environment for employees, customers, investors, and board members.
Ensure peak operations for HQ and implement preventive measures for potential issues.
Implement and continuously refine policies, procedures, and operational workflows.
Coordinate internal and external resources and cultivate relationships with vendors.

Responsibilities
Be hands-on and proactive-receive and distribute deliveries, manage office supplies, coordinate team lunches, and oversee all maintenance needs.
Manage office supplies and equipment, including ordering and inventory management.
Manage all office maintenance and repair requests, ensuring issues are resolved swiftly.
Oversee vendor relationships for all office-related services (ex., pest control, cleaning services, and maintenance support).
Provide recommendations for creative office design and layout to enhance productivity and comfort.
Handle facilities-related emergency communication and response protocols.
Cascade office information to the Hubble team regarding visitors, maintenance, policies, etc.
Drive process improvements in workplace operations, optimizing workflows for efficiency.
Own office visitor logistics, ensuring a seamless experience for all guests.
Provide general troubleshooting support to staff for office-related issues.
Support company events, including planning team dinners, happy hours, and off-sites.
Partner with the broader Operations team on ad hoc project management tasks.
Assist in recruitment coordination, scheduling interviews and managing logistics with hiring managers and candidates.

Required skills and qualifications
3+ years of experience in office management.
Strong business acumen with an ability to anticipate needs and problem-solve proactively.
Exceptional time management and multitasking abilities- thrives in a dynamic, ever-changing environment.
Strong verbal and written communication skills- confident, clear, and professional.
Strong proficiency with Google Suite, Slack, and aptitude for learning new software and systems.
Grit and adaptability- able to switch gears effortlessly from administrative tasks to high-level interactions.
High energy and a positive attitude- you love tackling all types of challenges.
Ability to lift up to 50 lbs, roll up their sleeves, and manage hands-on workplace tasks.
Absolute discretion when handling sensitive company information.
Experience managing office moves, expansions, and capacity planning, ensuring smooth transitions.

Preferred skills and qualifications
Experience managing office moves, expansions, and capacity planning, ensuring smooth transitions.
Event planning experience with a track record of executing impactful events.
Expertise in developing internal systems and processes to enhance efficiency.
Background in hospitality, facilities management, HR, or finance, bringing a well-rounded approach to workplace management.
Experience with Greenhouse and Rippling is a major plus.

Interested in hearing more? Easy Apply now by clicking the "Apply Now" button.

Jobot is an Equal Opportunity Employer. We provide an inclusive work environment that celebrates diversity and all qualified candidates receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Sometimes Jobot is required to perform background checks with your authorization. Jobot will consider qualified candidates with criminal histories in a manner consistent with any applicable federal, state, or local law regarding criminal backgrounds, including but not limited to the Los Angeles Fair Chance Initiative for Hiring and the San Francisco Fair Chance Ordinance.