Reception & Workplace Experience Coordinator

Thinking Machines Lab•San Francisco, CA

2d•Onsite

About The Position

Thinking Machines Lab's mission is to empower humanity through advancing collaborative general intelligence. We're building a future where everyone has access to the knowledge and tools to make AI work for their unique needs and goals. We are scientists, engineers, and builders who’ve created some of the most widely used AI products, including ChatGPT and Character.ai, open-weights models like Mistral, as well as popular open source projects like PyTorch, OpenAI Gym, Fairseq, and Segment Anything. About the Role We are seeking a Reception & Workplace Experience Coordinator to serve as the face of our San Francisco office and create an exceptional experience for every employee, guest, candidate, partner, and vendor who walks through our doors. This is a highly visible, hospitality-focused role centered on managing the front desk and ensuring a warm, polished, and professional arrival experience. You will be the first point of contact for visitors while helping maintain an organized, welcoming, and smoothly operating workplace. The ideal candidate comes from hospitality, guest services, concierge, reception, or a similar customer-facing environment and takes pride in delivering outstanding service, anticipating needs, and creating positive experiences.

Requirements

3+ years of experience in reception, hospitality, concierge services, guest experience, or office support.
Exceptional interpersonal and communication skills.
Professional, welcoming, and service-oriented presence.
Strong organizational skills and attention to detail.
Ability to manage multiple priorities while maintaining a high level of hospitality.
Comfortable working independently and taking initiative.
Experience interacting with executives, candidates, clients, or external visitors.

Nice To Haves

Experience in a technology company, startup, hotel, private club, or hospitality environment.
Experience coordinating workplace vendors or building services.
Event or meeting coordination experience.
Familiarity with visitor management systems and workplace tools.

Responsibilities

Serve as the primary point of contact for guests, candidates, vendors, and visitors.
Staff and manage the reception area throughout the day, ensuring a professional and welcoming environment.
Greet visitors, coordinate arrivals, and provide a seamless check-in experience.
Partner with workplace team to ensure guests are welcomed and escorted appropriately.
Maintain a polished front-of-house environment, including reception, meeting rooms, and common areas.
Support candidate interview days and special visitor experiences.
Coordinate visitor registration, access procedures, and badge management.
Partner closely with onsite security teams to facilitate a smooth and secure guest experience.
Help uphold workplace policies and physical security processes.
Coordinate incoming and outgoing mail, packages, and deliveries.
Assist with vendor coordination, including janitorial, maintenance, parking, and office service providers.
Support workplace events, meetings, and office-wide initiatives as needed.
Help create a workplace environment that is welcoming, organized, and hospitality-driven.
Anticipate guest & staff needs and proactively resolve issues.
Identify opportunities to improve the workplace and visitor experience.