Workplace Experience Coordinator - Palo Alto

Bain Capital • Palo Alto, CA

3d • Onsite

About The Position

Bain Capital Ventures (BCV) is seeking a Workplace Experience Coordinator for its Palo Alto office. This role is crucial in ensuring the office is a welcoming, efficient, and engaging environment. The coordinator will manage day-to-day operations, including facilities, vendors, supplies, meetings, and events, while collaborating with the San Francisco Workplace Experience team, IT, and BCV. This is a hands-on position requiring initiative, adaptability, and a focus on delivering a high-touch experience for employees, guests, and Portfolio Companies. The role reports to the Workplace Experience Manager and is essential for the smooth functioning of the Palo Alto office.

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

• Highly organized and comfortable managing multiple priorities, vendors, and last-minute requests without losing sight of the details.
• Strong bias toward action and use sound judgment to solve problems independently while knowing when to escalate.
• Communicate clearly, professionally, and warmly with employees, executives, guests, vendors, and building partners.
• Hospitality-first, white-glove service mindset and enjoy creating an exceptional onsite experience.
• Comfortable working independently in a fast-paced environment and remain composed and solutions-oriented when priorities shift or unexpected needs arise.
• Proactive, resourceful, and attentive to the details that make a workplace feel polished and well run.
• Excited to use technology and AI-enabled tools to work more efficiently and 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.
• Occasionally support onsite events outside of standard business hours (compensated with overtime pay).
• Occasionally support the San Francisco office, partnering with the broader Workplace team to provide coverage and additional onsite support as needed.

Benefits

• Competitive base salary
• Discretionary annual bonus
• Competitive benefits package designed to support employees’ health, financial security, family needs, and overall well-being.

What This Job Offers

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