Workplace Experience & Operations Specialist

BSI•San Jose, CA

3d•$68,000 - $80,000

About The Position

BSI is seeking a proactive, personable, and service-oriented Workplace Experience & Operations Specialist to support its San Jose office and create a welcoming, engaging, and well-organized workplace for employees, visitors, and clients. The role combines office operations, employee engagement, and event coordination, supporting day-to-day facilities needs and improving the overall employee experience. Working with the Regional Real Estate & Facilities team, the specialist will also support workplace initiatives across Northern California offices, including Oakland and Alameda, and contribute to BSI's One BSI culture through events, collaboration, and employee engagement. The role offers ownership of workplace responsibilities and opportunities to contribute to regional projects and develop skills in workplace experience and operations.

Requirements

1–3 years of relevant experience in workplace experience, office management, facilities coordination, hospitality, business operations, or a similar service-focused role.
A welcoming, personable, and professional approach, with genuine interest in creating a positive workplace experience.
Strong organizational skills and ability to manage multiple priorities and follow through independently.
Experience coordinating office operations, vendors, workplace services, or employee-facing activities.
Excellent communication and interpersonal skills, with ability to build relationships across teams and organizational levels.
A proactive, solutions-focused mindset and ability to identify needs, resolve issues, and recommend improvements.
Strong attention to detail and commitment to maintaining a safe, organized, and professional workplace.
Proficiency with Microsoft Office and comfort learning workplace management, reporting, and ticketing systems.
Ability to collaborate across teams, adapt to changing priorities, and provide occasional regional support.
Flexibility to support workplace activities and participate in an agreed emergency response or on-call rotation when needed.

Nice To Haves

Experience planning and coordinating employee engagement events, workplace activities, or corporate initiatives.
Previous experience supporting multiple office locations, regional teams, or global organizations.
Experience with workplace improvement projects, office relocations, or facilities-related initiatives.
Familiarity with purchase orders, invoices, vendor coordination, and operational budgets.
Experience with workplace service-request or ticketing systems, reporting, and process improvements.
Spanish language skills.
Experience working with diverse teams and collaborating across cultures and time zones.
Additional training or certifications in facilities management, hospitality, project coordination, or workplace safety.
Creativity and enthusiasm for planning events, bringing people together, and supporting employee engagement.

Responsibilities

Serve as a primary point of contact for workplace needs and provide a welcoming experience for employees, visitors, and clients.
Oversee daily office operations, including workplace inspections, meeting room readiness, supplies, refreshments, mail, packages, and general upkeep.
Coordinate facilities services such as maintenance, cleaning, HVAC, building access, and vendor relationships.
Manage workplace access and coordinate with building management and service providers, including WeWork locations.
Plan and coordinate employee engagement activities, workplace events, and One BSI initiatives.
Partner with internal teams and regional colleagues on events, workplace projects, and employee engagement initiatives across multiple locations.
Manage workplace requests in the ticketing system and ensure timely communication, follow-up, and resolution.
Support workplace safety, security, and operational audits by maintaining records, completing inspections, and coordinating corrective actions.
Assist with workplace improvement projects, office refreshes, relocations, and other operational initiatives.
Maintain workplace reporting, including monthly updates on office activities, employee engagement, service requests, and operational improvements.
Coordinate purchase orders, invoices, office supplies, and routine operational expenses with vendors and internal stakeholders.
Identify opportunities to improve efficiency, workplace services, and employee experience.
Provide occasional support to other regional offices and assist with urgent workplace needs as required.