Workplace Experience Specialist

Fictiv•Oakland, CA

12d•$85,000 - $110,000•Onsite

About The Position

The Workplace Experience Specialist owns the day-to-day operations, guest experience, and event coordination for MISUMI Americas’ Oakland office. This highly visible, fully on-site role helps create a welcoming, well-run workplace that reflects the company’s brand and supports its employees and visitors. The position reports to the Chief of Staff and may require travel of up to 25 percent as needed. The specialist manages office operations, including reception, meeting rooms, AV setup, catering, mail and deliveries, supplies, maintenance, safety, groceries, lunch ordering, budgets, invoices, and reporting. They coordinate visits and hospitality, plan local events and onsite experiences, support employee onboarding and culture programs, administer office access and badges, and oversee vendors, contracts, renewals, and expense records. All employees are expected to maintain and contribute to the QMS.

Requirements

At least 3 years of experience in office operations, workplace experience, executive support, or a related role.
Exceptional organizational skills and attention to detail, with the ability to manage multiple priorities.
Proactive, service-oriented approach and ability to anticipate needs.
Strong interpersonal skills and a warm, professional presence with employees, guests, and vendors.
Experience coordinating events of varying scale, from small team gatherings to large company-wide celebrations.
Comfort with ambiguity and change in a fast-moving, growing organization.
Proficiency with productivity and communication tools, including Slack, Google Calendar, and expense platforms.
Genuine passion for building culture and creating environments where people do their best work.

Nice To Haves

Experience managing vendor relationships and office budgets.

Responsibilities

Own day-to-day Oakland office operations, including reception, meeting room readiness, AV setup, and catering.
Coordinate room availability, arrangements, and logistics for team onsites and gatherings.
Handle incoming and outgoing mail, packages, and deliveries, including package storage and forwarding.
Maintain office supplies, aesthetics, plants, and decorations.
Coordinate office maintenance, repairs, janitorial services, and safety inspections; serve as the primary contact for Property Management on inspections and requests.
Ensure workplace health and safety protocols are followed and maintain emergency preparedness kits and evacuation plans.
Manage office groceries, kitchen stocking, and weekly refrigerator and snack cleanup.
Coordinate employee lunch ordering on in-office days and manage the office budget, invoices, and reporting.
Provide a high-quality guest experience and arrange transportation, accommodations, dining, and activities for visitors.
Build preferred vendor relationships and develop guides, internal memos, and communication channels for employees and visitors.
Plan and execute local events, including team gatherings, happy hours, holiday celebrations, and office kickoffs.
Partner with other office coordinators on large cross-office events and work with managers to tailor onsite experiences for teams and leadership groups.
Create event SOPs and feedback loops, and manage local partnership programs and employee perks.
Shape the Oakland office to reflect company values and brand; welcome new team members and support onboarding and integration.
Manage office access and badge administration; source and procure gifts for customers, partners, and investors.
Drive seasonal and community engagement programs, assess and redesign space needs, and collaborate with IT on equipment and infrastructure.
Manage office vendors, contracts, renewals, performance reviews, and preferred vendor relationships.
Prepare monthly expense reports and keep digital records organized and current.
Maintain and contribute to the QMS.