Sr. Workplace Coordinator

Perplexity•San Francisco, CA

20d•$90,000 - $140,000•Onsite

About The Position

The Sr. Workplace Coordinator is part of Perplexity’s global Workplace Experience team and is responsible for office operations, coordination, and administrative tasks in the San Francisco office, which has approximately 200+ seats and is located in SOMA. The role helps cultivate a beautiful, positive, and productive workplace and supports the experience of employees, visitors, recruits, customers, and vendors. The coordinator also visits the Palo Alto office as needed to support on-site operations, supplies, and employee requests.

Requirements

5–7 years of experience in facilities, workplace operations, office administration, or hospitality.
Proficiency with G-Suite products or the ability to learn software quickly.
Excellent organization, planning, and prioritization skills.
Strong ownership, a can-do attitude, and an operational mindset.
Ability to work autonomously, manage multiple tasks under tight deadlines, adapt quickly, and handle tasks of all sizes.
Willingness to take on unexpected projects and follow through on tasks.
Excellent written, non-verbal, and verbal communication skills, with the ability to work well with varied personality types, receive feedback, and maintain professionalism and confidentiality.
Passion for supporting others and a positive attitude.
Ability to anticipate others’ needs and act with patience, kindness, and firmness.
Attention to detail across processes, projects, spaces, and events.
Ability to remain professional and kind when things do not go as planned and to solve problems quickly and quietly.
Self-awareness and a desire to receive feedback, adapt, and grow.

Responsibilities

Keep the San Francisco office running in partnership with the Workplace Coordinator, covering reception, daily operations, vendor relationships and services, employee health and safety compliance, and facility maintenance.
Maintain a tidy, clean, organized, and polished office and create a positive workplace experience for employees, visitors, recruits, customers, and vendors.
Open and close the office daily from 8:30 a.m. to 5:00 p.m., and be on site when no one else is present for special projects, maintenance, or moves.
Administer office access and visitor management, including badge setup and removal, guest registration, and building-security lists, in partnership with Physical Security and IT.
Manage team mail and deliveries, including triaging, distributing, and organizing packages and freight deliveries.
Manage inventory and order office and kitchen supplies, track spending, work within the office budget, and help remotely with supply ordering for small neighboring offices.
Build relationships with building management, maintenance and cleaning staff, contractors, suppliers, and other external parties; support quality control, vendor accountability, and feedback.
Manage vendor and contractor paperwork and logistics, including insurance certificates, contractor access, and freight elevator bookings.
Help coordinate design and construction projects and serve as the on-site contact.
Own the San Francisco and Palo Alto workplace ticket queue by triaging, resolving, or routing requests promptly and kindly and keeping requesters updated through completion.
Own San Francisco office communications and documentation, including the office guide or wiki, Slack announcements, and building notices.
Organize, monitor, and communicate facility and building safety preparedness to employees.
Produce thoughtful and inclusive office experiences and events in coordination with the Workplace team and its global strategy.
Visit the Palo Alto office as needed to support on-site operations, supplies, and employee requests.
Help with ad hoc projects and contribute beyond the listed responsibilities when needed.