Workplace Experience Manager

Kilroy Realty•Los Angeles, CA

3d•Onsite

About The Position

This role is suited for candidates with 3–5 years of progressive workplace experience, office operations, facilities support, hospitality, or a closely related field, including direct supervisory responsibility over front–of–house or office services roles. Successful candidates bring demonstrated experience overseeing daily workplace operations while also serving as a hands–on resource and coverage partner when needed, ensuring continuity of service at the front desk and across the office. The role requires proven ability to develop and maintain service standards, operational playbooks, and procedures, alongside ownership of vendors, budgets, and ongoing program improvements related to food services, facilities coordination, and the overall office readiness. Strong judgment, organization, adaptability, and the ability to balance oversight with execution are essential, as is being comfortable operating in a dynamic, high–touch environment where priorities may shift and calm, decisive leadership is required. This role also requires comfort using workplace technology and learning new tools as needed, including systems that support reception, conference rooms, and office operations, with the ability to troubleshoot issues and escalate appropriately. Candidates should also be able to perform the physical aspects of the position, including standing or walking the office for extended periods and occasionally lifting or moving office supplies, packages, or food service items. Experience creating and forecasting a budget and understanding variance analysis.

Requirements

3–5 years of progressive workplace experience, office operations, facilities support, hospitality, or a closely related field
Direct supervisory responsibility over front–of–house or office services roles
Demonstrated experience overseeing daily workplace operations
Hands–on resource and coverage partner when needed
Proven ability to develop and maintain service standards, operational playbooks, and procedures
Ownership of vendors, budgets, and ongoing program improvements related to food services, facilities coordination, and the overall office readiness
Strong judgment, organization, adaptability
Ability to balance oversight with execution
Comfortable operating in a dynamic, high–touch environment where priorities may shift and calm, decisive leadership is required
Comfort using workplace technology and learning new tools as needed, including systems that support reception, conference rooms, and office operations
Ability to troubleshoot issues and escalate appropriately
Able to perform the physical aspects of the position, including standing or walking the office for extended periods and occasionally lifting or moving office supplies, packages, or food service items
Experience creating and forecasting a budget and understanding variance analysis

Responsibilities

Maintain and update the Reception Manual, ensuring SOPs, visitor workflows, scripts, and escalation procedures remain current.
Maintain and update the Workplace Experience Manual, including service standards, playbooks, vendor contacts.
Provide front desk support by partnering with the receptionist during peak periods or absences to ensure uninterrupted reception coverage or service.
On occasion or requested by various departments to assist with meeting setup and cleanup.
On occasion or requested by various departments to assist with events such as Culture Crew, hosted meetings.
Keep all common and storage spaces tidy, organized, and fully stocked 100% of the time, including during high–volume periods such as earnings cycles and Board of Directors meetings.
Supply ordering – ensure sufficient supplies for the Pitney Bowes postage machine.
Conduct regular walkthroughs of common areas, conference rooms, and collaboration spaces to ensure they are clean, organized, and fully functional.
Research and place orders for weekly Tuesday/Thursday lunches.
Research and place orders for monthly Birthdays/Anniversaries.
Prepare and email weekly Tuesday/Thursday menus.
Prepare and email monthly Birthdays/Anniversaries calendar invites.
Track and maintain weekly and monthly cost records for food program–related expenses, including inventory, snack and kitchen supplies, and lunches for food program.
Maintain a preferred vendor list and ordering guide (contacts, lead times, dietary accommodations).
Maintain and manage the food program budget, including forecasting, spend tracking against budget, and month–end reconciliation.
Manage snack and beverage vendor relationships (pricing, SKUs, service levels), review invoices for accuracy, and drive continuous improvements based on feedback and usage data.
Oversee snack and beverage ordering cadence (par levels, reorder points, seasonal adjustments) to ensure availability while minimizing waste.
Oversee snack and beverage vendor relationships, including product selection, service levels, pricing, and periodic vendor reviews.
Coordinate on–site food deliveries by serving as the point of contact upon arrival, ensuring timely and organized food setup, setting aside or delivering individual lunch orders as requested, and notifying the office when meals are ready.
Support full–office lunch days by managing group lunch coordination and gathering group orders as applicable.
Support workplace safety processes (e.g., emergency drills coordination, revacuation rosters, after–action follow–ups).
Maintain organized records of all equipment manuals, warranties, and warranty–related service or repair documentation, and ensure all systems are placed on a routine maintenance schedule in accordance with manufacturer requirements.
On occasion, run outside errand for immediate food and beverage needs and/or supply requests.
Receive and log all workplace service requests; coordinate and follow up with the appropriate parties—including Property Management (for building issues such as light bulb changes, spills, and out–of–service items) and other vendors (Janitorial, Engineering, Construction, Security, AM/PM)—and ensure completion and documentation.
Assist with onboarding day logistics (welcome materials, desk readiness, wayfinding).
Act as the HQ office management link to Culture Crew.
Collaborate with HR to manage floorplan and desk assignments.
Assist with basic troubleshooting of visitor management/room devices and escalate to IT as needed.