Workplace Experience Coordinator - Palo Alto

Bain Capital • Palo Alto, CA

4d • $90,000 - $102,000 • Onsite

About The Position

As a Workplace Experience Coordinator, you’ll help make Bain Capital’s Palo Alto office a welcoming, efficient, and engaging place to work. You’ll support the day-to-day operations of the office—from facilities, vendors, and supplies to meetings, events, and the overall employee experience—while partnering closely with the Workplace Experience team in San Francisco, IT, and Bain Capital Ventures. This is a highly visible, hands-on role for someone who notices what needs to be done, takes ownership, and can adapt quickly as priorities shift. You’ll report to the Workplace Experience Manager and play an important role in ensuring the Palo Alto office runs smoothly while delivering a high-touch experience for employees, guests, and Portfolio Companies. This is a fully in-office position based in Palo Alto, five days per week, Monday through Friday, from 8:00 a.m. to 5:00 p.m.

Requirements

• 2+ years of experience in workplace operations, office coordination, facilities, hospitality, administrative operations, or a related field.
• Experience managing vendors and coordinating invoices, purchase orders, or similar operational workflows.
• Strong organizational and project-management skills, with the ability to manage multiple workstreams and follow requests through to completion.
• Experience coordinating office events, employee programming, facilities needs, meeting logistics, or onboarding activities.
• Strong interpersonal and customer-service skills, with experience supporting a professional office environment.
• Proficiency with Microsoft Office, Google Workspace, and Slack, with the ability to quickly learn new workplace, facilities, and operational tools.
• Ability to work onsite in Bain Capital’s Palo Alto office Monday through Friday, 8:00 a.m. to 5:00 p.m.

Nice To Haves

• You are highly organized and comfortable managing multiple priorities, vendors, and last-minute requests without losing sight of the details.
• You have a strong bias toward action and use sound judgment to solve problems independently while knowing when to escalate.
• You communicate clearly, professionally, and warmly with employees, executives, guests, vendors, and building partners.
• You bring a hospitality-first, white-glove service mindset and enjoy creating an exceptional onsite experience.
• You are comfortable working independently in a fast-paced environment and remain composed and solutions-oriented when priorities shift or unexpected needs arise.
• You are proactive, resourceful, and attentive to the details that make a workplace feel polished and well run.
• You are excited to use technology and AI-enabled tools to work more efficiently and are comfortable learning new systems.

Responsibilities

• Own day-to-day office and facilities operations, including space readiness, office supplies, maintenance requests, and coordination with building management.
• Manage building and office access for Portfolio Companies and BCV guests, helping ensure appropriate access controls and that office capacity is maintained.
• Manage the office snack and beverage program, including ordering, stocking, inventory management, and quarterly product rotations.
• Coordinate and manage workplace vendors while building strong working relationships with the building’s Property Management team and other service partners.
• Deliver a high-touch, hospitality-driven workplace experience for employees, executives, guests, and Portfolio Companies.
• Coordinate onsite meetings, employee events, appreciation initiatives, and office activations, ensuring spaces and services are thoughtfully prepared.
• Partner with IT and People teams to support Portfolio Company Day 1 logistics, including desk assignments, workstation readiness, office orientation, and badge-access coordination.
• Serve as a go-to resource for employee questions regarding the office, amenities, workplace services, and building operations.
• Partner cross-functionally on workplace projects, office communications, safety and emergency preparedness, documentation, and other operational initiatives.
• Proactively identify workplace needs and opportunities for improvement, following issues through from identification to resolution.
• Provide additional onsite support as needs arise, particularly during busy periods, events, executive visits, or changing office priorities.
• Open to occasionally supporting onsite events outside of standard business hours. Eligible after-hours support will be compensated for with overtime pay.
• Willing to occasionally support the San Francisco office, partnering with the broader Workplace team to provide coverage and additional onsite support as needed.

Benefits

• competitive benefits package designed to support employees’ health, financial security, family needs, and overall well-being
• discretionary annual bonus
• overtime pay

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed