Workplace Experience Specialist

Fictiv•Oakland, CA

11d•$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 culture. The position reports to the Chief of Staff and requires travel of up to 25 percent as needed. The Specialist manages office operations, including reception, meeting-room readiness, AV setup, catering, mail and deliveries, supplies, office upkeep, maintenance, safety protocols, groceries, lunch ordering, and office budgets. The role also coordinates hospitality for visitors and visiting employees, including transportation, accommodations, dining, and activities. The Specialist plans and executes local events, supports team-specific onsite experiences, and develops procedures and feedback processes to improve events. They help shape employee culture and experience through onboarding support, access and badge administration, gifts, seasonal and community programs, and space planning in partnership with IT. The role also manages vendor relationships, contracts, renewals, performance reviews, expense reports, and organized digital 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.
A proactive, service-oriented mindset 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 can 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 onsites and team gatherings.
Handle incoming and outgoing mail, packages, deliveries, package storage, and timely forwarding to employees.
Maintain office supply inventory and oversee office aesthetics, plants, and decorations.
Coordinate office maintenance, repairs, janitorial services, and safety inspections; serve as the primary contact for Property Management regarding annual inspections and ad-hoc requests.
Follow workplace health and safety protocols and maintain emergency preparedness kits and evacuation plans.
Manage office groceries, kitchen stocking, and weekly refrigerator and snack cleanup.
Coordinate lunch ordering on in-office days and manage the office budget, invoices, and reporting.
Provide a high-quality guest experience for visitors to the Oakland office.
Arrange transportation, accommodations, dining, and activities for visiting team members and guests.
Build preferred vendor relationships to support hospitality and office operations.
Develop guides and internal memos, and manage communication channels for local employees and their 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.
Work with managers to design onsite experiences for teams, including ELT, XLT, and team kickoffs.
Develop standard operating procedures and feedback loops to improve events.
Manage local partnership programs and employee perks.
Help shape the Oakland office to reflect MISUMI Americas’ values and brand visually, culturally, and operationally.
Welcome new team members and support onboarding and integration.
Manage office access and badge administration.
Source and procure gifts for company customers, partners, and investors for special occasions.
Drive seasonal and community engagement programs.
Assess and redesign space needs as required and collaborate with IT on equipment and infrastructure.
Manage the office vendor ecosystem, including contracts, renewals, and performance reviews.
Prepare monthly expense reports and maintain organized, current digital records.
Maintain and contribute to the QMS.