Meetings & Space Experience Lead

LeadStack Inc.; San Francisco (CA); On-site; USD 65,000 - 85,000; Full time

Job summary

LeadStack Inc. is seeking a proactive Workplace Experience Coordinator in San Francisco to manage meeting bookings, space allocations, and daily schedules.

You will coordinate with Facilities, AV/IT, and admin teams to ensure rooms are ready and events run smoothly, while maintaining clear communication with hosts and colleagues. You will also support space upkeep, class scheduling, and front desk backup, contributing to a well-organized, guest-friendly office environment in a fast-paced tech

Qualifications

• Experience coordinating meetings and space bookings.
• Ability to handle calendar management and room allocation.
• Strong communication with hosts, admins and facilities teams.

Responsibilities

• Own the booking queue for internal meetings and amenity spaces, confirm timing and headcount, place bookings on calendars, and send confirmations.
• Review calendar daily to catch double bookings, turnover times, and room fits; reshuffle and manage holds, cancellations, and recurring bookings.
• Prepare daily meeting schedules, coordinate setup with Facilities/AV/IT/hospitality, and ensure rooms are ready; adjust for last-minute changes.
• Serve as primary point of contact for hosts and admin teams on space availability and guidelines, updating them on changes.
• Assist with room setup/breakdown and ensure technology, furniture, and amenities are configured.
• Conduct regular walk-throughs of meeting spaces, reset rooms, restock supplies, and coordinate with Facilities for cleanliness.
• Support Experience Enrichment programming by placing classes on the calendar and assisting with setup/registration.
• Maintain booking records and space usage notes, documenting procedures and assisting monthly reports.
• Provide backup at the front desk during breaks, lunches, and time off; scheduling remains the priority.

Skills

Meeting scheduling

Conflict resolution

Day-of coordination

Stakeholder communication

Event support

Space & facility upkeep

Program assistance

Administrative support

Front desk backup

Job description

LeadStack Inc. is seeking a proactive Workplace Experience Coordinator in San Francisco to manage meeting bookings, space allocations, and daily schedules.

You will coordinate with Facilities, AV/IT, and admin teams to ensure rooms are ready and events run smoothly, while maintaining clear communication with hosts and colleagues. You will also support space upkeep, class scheduling, and front desk backup, contributing to a well-organized, guest-friendly office environment in a fast-paced tech