Workplace Experience Coordinator

Ricoh • Boston, MA

2d • $21 - $26 • Onsite

About The Position

The Workplace Experience Coordinator manages the day-to-day operations of an onsite workplace services operation and serves as the primary point of contact for customers, vendors, and internal stakeholders. The role combines administrative coordination, customer service, workplace operations, and event planning to support a seamless employee and client experience.

The coordinator collaborates with administrative teams, business leaders, vendors, facilities teams, and building occupants to plan meetings and events, coordinate logistics, and support workplace initiatives. This hands-on, physically active position includes both office-based coordination and onsite support, including setting up meetings, conferences, and company events and ensuring contracted office services meet service-level expectations.

The position also supports operational reporting, financial and operational responsibilities, inventory, work orders, contractor monitoring, and service delivery. The role may include courier, reception, switchboard, shipping and receiving, and mail services.

Requirements

• High school diploma or GED.
• At least 1 year of experience in a related business, customer service, administrative, or technical environment.
• At least 1 year of customer-facing experience.
• Demonstrated knowledge of and comfort working with technology and office systems.
• Strong customer service and relationship-building skills.
• Excellent organization and time-management abilities.
• Proactive problem-solving and issue-resolution skills.
• Leadership skills and ability to take initiative.
• Ability to manage multiple projects and priorities simultaneously.
• Ability to present information to small groups.
• Moderate problem-solving and decision-making skills.
• Basic technical aptitude and willingness to learn new systems and equipment.
• Strong written and verbal communication skills.
• Ability to work effectively with customers, vendors, facilities teams, and internal stakeholders.
• Ability to lift and carry up to 50 pounds as needed.

Nice To Haves

• Experience coordinating corporate meetings, conferences, workplace events, or employee programs.
• Experience working directly with external vendors and service providers.
• Experience supporting office operations, workplace services, or administrative functions.
• Demonstrated ability to lead projects, prioritize competing responsibilities, and work independently.
• Experience scheduling meetings and coordinating calendars with administrative teams or business leaders.

Responsibilities

• Oversee daily operations of a mailroom, copy center, scanning facility, or other workplace services functions.
• Coordinate onsite meetings, conferences, town halls, and special events from planning through execution.
• Work with administrative teams and business leaders to schedule meetings and support workplace initiatives.
• Participate in planning meetings and collaborate with stakeholders to support successful event execution and customer satisfaction.
• Coordinate with vendors, facilities teams, and building occupants to support workplace operations and event logistics.
• Provide customer service and maintain formal daily contact with customer representatives.
• Use leadership, initiative, and proactive problem-solving to address operational needs and improve service delivery.
• Assist with event setup, breakdown, room configurations, and other physical event-support activities.
• Operate office equipment, including PCs, copiers, multifunction devices, imaging equipment, and mail-processing equipment.
• May provide courier, reception, switchboard, shipping and receiving, and mail delivery and processing services.
• Implement and support Ricoh Service Excellence Programs.
• Operate required equipment and software to achieve service-level agreements.
• Help achieve profitability goals through effective use of company materials and supplies.
• Create and complete work orders, monitor contractors, conduct inspections, and report facility-related issues as needed.
• Manage office supply inventory and reorder supplies when necessary.
• Coordinate conference room scheduling and audiovisual equipment resources.
• Maintain positive working relationships with customers, vendors, and internal teams through professional communication.
• Collect operational data and provide reporting support to leadership and customers, including monthly reporting.
• Complete financial and operational responsibilities accurately and on time.
• Perform additional duties as assigned.

Benefits

• Medical, dental, life, and disability insurance options.
• Retirement Savings Plan (401K).
• Health Savings Account (HSA).
• Flexible Spending Account (FSA).
• Team member tuition assistance programs.
• Paid vacation time.
• Paid holidays.
• Additional benefits supporting health, wellness, and personal and professional development.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED