Workplace Experience Coordinator

Flagship Pioneering•Cambridge, MA

About The Position

Apriori Bio is seeking a Workplace Experience Coordinator to keep our office running smoothly and welcoming for our team of wet lab scientists and computational experts. This role owns the day to day office environment, including facilities upkeep and vendor relationships, visitor management, onboarding and offboarding logistics, and office events, and serves as the central point of contact between HR, IT, Finance, and Operations on all workplace matters. It's a great fit for someone organized, personable, and hands on who takes pride in creating a great place to work.

Requirements

2+ years of experience in office management, workplace experience, facilities coordination, executive support, or a similar operations role, ideally in a fast-paced startup or lab-based environment
Strong organizational skills with the ability to juggle multiple priorities, vendors, and deadlines simultaneously
Excellent interpersonal and communication skills, with a professional, welcoming demeanor toward employees, visitors, and external partners
Demonstrated experience managing vendor relationships and contracts, including negotiating, tracking service agreements, and resolving day-to-day issues
Comfort with budget tracking and invoice processing, and familiarity with expense management or procurement tools
Proficiency with common productivity and calendar tools (e.g., Google Workspace or Microsoft 365) for scheduling and communications
Experience coordinating onboarding/offboarding logistics, including access systems, equipment, and orientation processes
A proactive, hands-on, "no task too small" attitude, with sound judgment about when to escalate issues
Discretion and professionalism when supporting senior leadership and handling confidential or sensitive matters

Nice To Haves

Experience in a life sciences, biotech, or lab-based office is a plus, given the mixed wet-lab/computational environment
Bachelor's degree preferred, or equivalent professional experience

Responsibilities

Oversee the day-to-day office environment, including layout, cleanliness of common areas, and overall physical upkeep, to ensure a welcoming and functional workspace
Manage kitchen and office supply inventory, including ordering, restocking, and vendor coordination, to keep the office fully stocked and running smoothly
Serve as the primary point of contact for all visitors and guests, managing check-in, building access, badging, parking, and ensuring a professional and warm welcome
Manage relationships with building management, facilities vendors, and service providers — including cleaning, maintenance, catering, and office supplies — handling contracts, day-to-day coordination, and issue resolution
Plan and execute office events, including team lunches, all-hands meetings, seasonal gatherings, and culture-building activities, managing all logistics end-to-end
Coordinate catering and food orders for meetings and working sessions, managing dietary requirements and vendor relationships
Provide light calendar management and logistical support for senior leaders, including meeting scheduling, conference room booking, and advance preparation of spaces and materials
Coordinate new hire onboarding and employee offboarding, including desk setup, access card issuance and deactivation, welcome kits, office orientation, and equipment retrieval
Serve as the central coordination point between HR, IT, Finance, and Operations on office-related matters, and maintain office-wide communications for facilities updates, events, and building notices