Assistant Workplace Experience Coordinator

Hines•San Francisco, CA

4d•Onsite

About The Position

The Assistant Workplace Experience Coordinator provides dedicated, high-touch hospitality support to our HQ office, and event support to the Workplace Event team. Thriving in a fast-paced tech-office environment, this role focuses heavily on front of house hospitality, event support, and administrative assistance. As a core support pillar for the workplace experience team, this position blends high-touch office hosting with event operations to keep workflows moving flawlessly. Grounded in a hospitality-forward mindset, the role serves as the central knowledge hub and expert guide for both internal teams and external guests—managing everything from high-touch, white-glove visitor care to curating comprehensive local resource guides, FAQ databases, and neighborhood recommendations. Maintain a full understanding of our office HQ to guide employees and visitors as needed. Curate and maintain an accurate and updated database and physical collateral for local office FAQs, local restaurants, experiences, pharmacies, transport options, maps, and other local activities available in the city. Serve as a hospitality expert in handling all employee and visitor inquiries and requests (directional assistance, white glove service such as physically walking employees/visitors to their meeting rooms, handling luggage, assisting with meeting room changes and meal ordering guidance as needed). Partner with Administrative Business Partners, Internal Comms, AV, and other key support teams to manage and support Leadership requests, ensuring the highest standards of “white glove” customer service are met. Perform audits of meeting and event spaces to check the accuracy of food setups, room configurations, and overall cleanliness, logging maintenance tickets as needed. Act as an extension of the Events Team by providing day-of troubleshooting. Conduct day-of-event walkthroughs alongside cross-functional partners to ensure setups match layout requirements and events. Monitor dedicated community Slack channels and internal websites, responding promptly to real-time inquiries, adjustments, or troubleshooting requests. Maintain and update internal events team tracking systems specifically updating Airtable dashboards, event project trackers, and Jira tickets to ensure real-time accuracy of event metrics, logistics, and feedback. Monitor gathering request form submissions by triaging and routing requests to appropriate event team members and cross functional teams. Support room bookings using Google calendar and assist with day-of meeting room adjustment requests. Analyze event intake data to assist events team with weekly summaries, workloads, and metric tracking. Understand and communicate global and local policies around onsite meetings and events to Airbnb employees, and answer questions as they arise Demonstrate continuous effort to improve operations, service levels, and streamline work process; open to supporting Workplace projects around HQ Provide forward-thinking for future meetings and events by reserving space in HQ for In-Person (Executive Team) weeks, large events/offsites, etc. Collect feedback and observations to improve our meeting space and office experience.

Requirements

A hospitality mindset that shows up in everything you do — from how you greet people to how you handle a last-minute curveball.
2+ years of experience in hospitality, event coordination, and/or administrative operations.
Sharp organizational skills, strong attention to detail, and the ability to juggle competing priorities without dropping the ball.
Comfort with ambiguity — you adapt quickly when plans change and stay composed under pressure.
Proficiency with Google Workspace (Gmail, Calendar, Docs, Slides, Sheets), Jira, Confluence, and Slack.
Clear, confident communication — written, verbal, and everything in between.
A collaborative spirit and the judgment to work independently when needed.
Flexibility to work extended hours on occasion when the business calls for it.

Nice To Haves

Familiarity with facilities management and a working knowledge of workplace events is a plus.

Responsibilities

Maintain a full understanding of our office HQ to guide employees and visitors as needed.
Curate and maintain an accurate and updated database and physical collateral for local office FAQs, local restaurants, experiences, pharmacies, transport options, maps, and other local activities available in the city.
Serve as a hospitality expert in handling all employee and visitor inquiries and requests (directional assistance, white glove service such as physically walking employees/visitors to their meeting rooms, handling luggage, assisting with meeting room changes and meal ordering guidance as needed).
Partner with Administrative Business Partners, Internal Comms, AV, and other key support teams to manage and support Leadership requests, ensuring the highest standards of “white glove” customer service are met.
Perform audits of meeting and event spaces to check the accuracy of food setups, room configurations, and overall cleanliness, logging maintenance tickets as needed.
Act as an extension of the Events Team by providing day-of troubleshooting.
Conduct day-of-event walkthroughs alongside cross-functional partners to ensure setups match layout requirements and events.
Monitor dedicated community Slack channels and internal websites, responding promptly to real-time inquiries, adjustments, or troubleshooting requests.
Maintain and update internal events team tracking systems specifically updating Airtable dashboards, event project trackers, and Jira tickets to ensure real-time accuracy of event metrics, logistics, and feedback.
Monitor gathering request form submissions by triaging and routing requests to appropriate event team members and cross functional teams.
Support room bookings using Google calendar and assist with day-of meeting room adjustment requests.
Analyze event intake data to assist events team with weekly summaries, workloads, and metric tracking.
Understand and communicate global and local policies around onsite meetings and events to Airbnb employees, and answer questions as they arise.
Demonstrate continuous effort to improve operations, service levels, and streamline work process; open to supporting Workplace projects around HQ.
Provide forward-thinking for future meetings and events by reserving space in HQ for In-Person (Executive Team) weeks, large events/offsites, etc.
Collect feedback and observations to improve our meeting space and office experience.