Sr. Workplace Specialist

BILL•San Jose, CA

7d•Onsite

About The Position

BILL is looking for a Sr. Workplace Specialist to join the Workplace Team. The Senior Workplace Specialist plays a key role as our internal partner responsible for creating exceptional workplace experiences and environments that enable employees to do their best, most authentic work. Reporting to the Manager of Workplace Operations, this role is critical in fostering a positive culture, developing onsite programs, and managing amenities that support a world-class employee experience. You are passionate about building and maintaining an inspiring, well-run workspace and thrive in a fast-paced, customer-focused environment. This is an onsite role, 5 days a week with occasional after-hours support required. Remote work is not available.

Requirements

3–5+ years of experience in workplace services, office operations, hospitality, facilities, or related environments.
Proven experience planning, coordinating, and supporting corporate events and workplace programs.
Strong vendor management experience.
Bachelor’s degree preferred, or equivalent professional experience.
Highly organized with strong program/project management skills.
Excellent written and verbal communication skills.
Comfortable with workplace tools and ticketing systems (e.g., Jira, OfficeSpace, ServiceNow).
Proactive, resourceful, and able to operate with minimal supervision.
Strong judgment, problem-solving ability, and a continuous improvement mindset.
Collaborative
Flexible and adaptable when priorities shift or work falls outside traditional scope.

Responsibilities

Serve as a primary point of contact for employee and guest needs, delivering responsive, high-quality service.
Maintain a consistent, high-quality workplace experience by partnering with cross-functional teams, peers at other sites, and key stakeholders.
Manage daily operations of workplace programs (front-of-house, amenities, supplies, event spaces, etc.).
Handle urgent requests with a customer-first, solution-oriented mindset.
Maintain accurate and timely communications on workplace initiatives, updates, and changes.
Coordinate and support company meetings, onsite events, executive visits, and all-hands.
Plan and execute employee engagement events including happy hours, holiday celebrations, and pop-up experiences.
Manage onsite food and beverage programs, including vendor partnerships, weekly meal planning, and inventory management of kitchen, office, and amenity supplies.
Ensure vendors deliver consistent, high-quality service aligned with workplace standards.
Oversee vendor performance for onsite services (e.g., food service, workplace support, specialty programs).
Maintain OfficeSpace (or comparable) seating and occupancy planning tool.
Ensure timely updates to budgets, vendor invoices, and program spend.
Own the Workplace intranet page for your location, ensuring content is accurate and engaging.
Respond to Jira (or similar) workplace service tickets within established SLAs.