Workplace Experience Coordinator

CALPAK•Gardena, CA

1d•Onsite

About The Position

CALPAK is a Los Angeles-based travel lifestyle brand founded in 1989, known for reimagining travel essentials with a focus on design, function, and everyday livability. We're looking for a polished, proactive, and highly organized Workplace Experience Coordinator to be the face of our Gardena office and the go-to person for day-to-day workplace support. This role combines office and facilities operations, end-to-end event planning, IT coordination with our external IT partner, and administrative support. You'll welcome visitors, own our internal events from concept through execution, keep our technology running smoothly for the team, and make sure the office is organized, stocked, and ready for the day. The right person is warm, dependable, detail-oriented, and takes real ownership of creating a professional, welcoming, and well-run workplace.

Requirements

4+ years of experience in office coordination, workplace operations, event planning, or administrative support
Demonstrated experience independently planning and executing events, including budgeting and vendor management
Experience coordinating with external vendors, such as IT providers, facilities teams, or service partners
Working knowledge of common office technology (laptops, Wi-Fi, printers, video conferencing) and comfort troubleshooting basic issues
Excellent verbal and written communication skills
Strong interpersonal skills with the ability to work effectively across teams and with external partners
Highly organized with strong attention to detail and follow-through
Proactive, resourceful, and comfortable solving problems independently
Strong service mindset and professional presence
Ability to manage multiple priorities in a fast-paced office environment
Proficiency with Google Workspace or Microsoft Office

Responsibilities

Serve as the first point of contact for employees, candidates, clients, vendors, and guests
Greet visitors in a professional and welcoming manner
Handle incoming and outgoing mail, packages, deliveries, and courier requests
Communicate across teams on office updates, visitors, deliveries, repairs, and day-to-day workplace needs
Maintain a clean, organized, professional, and fully functional office environment
Ensure conference rooms, kitchen, common areas, and workspaces are presentable and ready for use
Identify workplace issues quickly and coordinate repairs or service requests with vendors, building management, or internal teams
Manage office supply inventory and place orders as needed
Keep snacks, beverages, pantry items, coffee, and fridges stocked and organized
Coordinate with cleaning services, maintenance vendors, building management, and other outside partners
Help maintain workplace standards, office procedures, and day-to-day operational readiness
Own the planning and execution of company events, including the annual holiday party, seasonal celebrations, employee birthday celebrations, team outings, and client-facing events
Develop event concepts, timelines, run-of-show, and budgets, and manage spend against plan
Source, negotiate with, and manage venues, caterers, and event vendors from planning through day-of execution
Manage event logistics, including setup, breakdown, attendee communication, and RSVPs
Coordinate catering and setup for internal meetings, team lunches, and office-wide gatherings
Maintain an annual events calendar and gather feedback to improve future events
Serve as the primary point of contact between employees and our external IT provider, submitting, tracking, and following up on support requests through resolution
Coordinate equipment setup for new hires and equipment return for departing employees in partnership with People & Culture and our IT provider
Maintain an inventory of company hardware, accessories, and software licenses
Monitor office technology, including Wi-Fi, printers, and conference room audio/video, and coordinate repairs or upgrades
Provide basic first-line support and escalate issues to our IT provider as needed
Track IT vendor invoices, renewals, and service agreements
Provide administrative support including scheduling, calendar coordination, meeting setup, document preparation, and data entry
Support onboarding logistics such as desk setup, welcome materials, badges, and new hire readiness
Track office-related orders, invoices, receipts, and vendor information
Maintain office contact lists, seating charts, supply records, and other administrative materials
Handle confidential information with discretion and professionalism
Provide any additional support as needed