Workplace Experience Coordinator

365 Retail Markets•Malvern, PA

10d

About The Position

365 Retail Markets is the most trusted global provider of unattended retail technology, delivering conveniently smart self-service solutions since 2008. The company’s all-in-one platform powers retail spaces across food service, global retail, and hospitality with a comprehensive suite of frictionless smart stores, micro markets, vending, catering, and dining point-of-sale options. These technologies can be found worldwide in corporate offices, manufacturing and distribution facilities, educational campuses, hotels, and beyond. As a nine-time honoree on the Inc. 5000 list of fastest-growing companies in the United States, and with a continually expanding global presence, 365 Retail Markets is committed to growth, innovation, and providing superior, integrated technology that meets the evolving needs of its customers and consumers. The Workplace Experience Coordinator is responsible for creating a welcoming, organized, and engaging workplace experience for employees and visitors. This role serves as the primary point of contact for day-to-day office operations and works closely with the Facilities Manager, People/HR team, vendors, and other office locations to ensure the workplace is well maintained, stocked, and prepared to support employees. This is a highly visible, hands-on role that combines office management, workplace experience, facilities coordination, employee events, and administrative support. The ideal candidate is organized, proactive, service-oriented, and enjoys creating an environment where employees feel welcomed, connected, and supported.

Requirements

2+ years of experience in office management, workplace experience, facilities coordination, hospitality, event coordination, or a related role 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 ability to identify and address needs proactively.
Service-oriented mindset with a genuine interest in creating a positive employee experience.
Comfortable working independently and taking ownership of day-to-day workplace operations.
Experience coordinating vendors, catering, events, or facilities services preferred.
Ability to build effective working relationships across departments and office locations.
Comfortable with common workplace technology and communication platforms.
Ability to occasionally lift, move, or arrange office and event supplies as appropriate for the role.

Responsibilities

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