Workplace Experience Coordinator

365 Retail Markets•Malvern, PA

About The Position

The Workplace Experience Coordinator creates a welcoming, organized, and engaging workplace experience for employees and visitors. This highly visible, hands-on role is the primary point of contact for day-to-day office operations and works with the Facilities Manager, People/HR team, vendors, and other office locations to keep the workplace maintained, stocked, and ready to support employees. The role combines office management, workplace experience, facilities coordination, employee events, and administrative support. It is a part-time position, three days per week.

Requirements

Two or more years of experience in office management, workplace experience, facilities coordination, hospitality, event coordination, or a related role is preferred.
Strong organizational and project coordination skills, with the ability to manage multiple priorities simultaneously.
Excellent communication and interpersonal skills.
Strong attention to detail and the ability to identify and address needs proactively.
A service-oriented mindset and genuine interest in creating a positive employee experience.
Ability to work independently and take ownership of day-to-day workplace operations.
Ability to build effective working relationships across departments and office locations.
Comfort with common workplace technology and communication platforms.
Ability to occasionally lift, move, or arrange office and event supplies as appropriate for the role.

Nice To Haves

Experience coordinating vendors, catering, events, or facilities services.

Responsibilities

Serve as the day-to-day point of contact for workplace and office needs.
Keep common areas, kitchens, conference rooms, and shared spaces tidy, organized, stocked, and employee-ready.
Conduct regular office walkthroughs, identify items requiring attention, and proactively coordinate solutions.
Maintain office, kitchen, beverage, and other workplace supplies and place orders as needed.
Help create a welcoming experience for employees, visitors, candidates, and vendors, and identify opportunities to improve the employee workplace experience.
Partner with the Facilities Manager on office maintenance, repairs, building needs, vendor coordination, and other facilities requests.
Submit and track facilities requests, follow up on resolutions, coordinate vendor and service-provider access and scheduling, and communicate disruptions, maintenance activities, or facility updates to employees.
Escalate safety, maintenance, or facility concerns appropriately.
Coordinate onsite employee events, meetings, celebrations, and company activities, including room setup, food and beverages, supplies, signage, vendors, and cleanup.
Order and coordinate employee lunches, catering, and refreshments for meetings and events.
Partner with internal teams on employee engagement initiatives and workplace celebrations, and coordinate with contacts at other office locations on company-wide events and a consistent employee experience.
Communicate event details and workplace activities to employees through appropriate internal channels.
Manage incoming and outgoing office mail and distribute items appropriately.
Receive and coordinate deliveries; support employee and business shipping needs, including preparing and coordinating outgoing shipments.
Maintain shipping supplies and relationships with shipping and courier providers as needed, and ensure packages and deliveries are handled securely and efficiently.
Maintain appropriate inventory of office and kitchen supplies, snacks, beverages, shipping materials, and other workplace necessities.
Manage workplace vendor relationships and coordinate recurring services.
Maintain organized workplace documentation, vendor information, procedures, and supply inventories.
Prepare workspaces for new employees, visitors, meetings, and special events.
Partner with People/HR, IT, Facilities, Finance, and other teams on workplace needs and initiatives.
Support additional administrative and workplace projects as needed.