Sr. Workplace Coordinator

Perplexity; San Francisco (CA); On-site; USD 70,000 - 110,000; Full time

Job summary

Perplexity is seeking a Sr. Workplace Coordinator to support and optimize the San Francisco office operations, collaborating with the global Workplace team.

You will manage reception, vendor relationships, safety compliance, and daily administrative tasks while fostering a beautiful and productive workplace for employees and visitors. You will open/close the office, handle access control, coordinate supplies, and oversee events and communications to align with Perplexity’s global strategy.

Qualifications

• 5-7 years of experience in facilities, workplace operations, office administration, or hospitality fields.
• Proficiency with G-Suite or ability to learn software quickly.
• Excellent organization, planning and prioritization skills.
• Exceptional ownership and an operational mindset.
• Comfortable working autonomously and juggling multiple tasks under tight deadlines.
• Willingness to take on additional projects as needed.
• Strong written, verbal, and interpersonal communication and confidentiality.

Responsibilities

• Keep the SF office running in partnership with the Workplace Coordinator, covering day-to-day reception, operations, vendor relationships, and safety compliance.
• Create a wonderful workplace experience for employees, visitors, recruits, customers and vendors, keeping the office tidy and polished.
• Open and close the office daily (8:30am - 5:00pm) and be on site for special projects.
• Administer SF office access and visitor management, including badge setup and guest registration.
• Manage team mail and deliveries, triaging and distributing packages and freight.
• Manage inventory and order office and kitchen supplies within budget; help remotely for nearby offices.
• Build relationships with building management, staff, contractors, and vendors; ensure quality and accountability.
• Handle vendor and contractor paperwork and logistics, including insurance certificates and access.

Skills

Facilities management

Office administration

Hospitality mindset

Organization & planning

Communication skills

Autonomous work

Problem solving

Tools

G-Suite

Job description

Overview

The Workplace Experience team powers and connects the workday for all Perplexity employees across our global offices.

We are hospitality and experience-driven at the core. We are made up of People people, meaning that we love supporting each other and all of the People in our workplace. We take on the good and the bad with optimism and with a positive, kind approach to solving problems, dealing with the obstacles handed to us, and proactively creating good around us. We think about each moment through the lens of our colleagues (our customers) so that we can create thoughtful and memorable experiences no matter what task we have at hand.

Our San Francisco office of approximately 200+ seats is located in SOMA. The SF Sr. Workplace Coordinator will be a part of the global Workplace team, and will be responsible for all office operational, coordination, and administrative tasks while cultivating a beautiful, positive, and productive workplace.

What You’ll Do

• Keep the SF office running in partnership with the Workplace Coordinator, covering day-to-day reception, operations, vendor relationships and services, employee health and safety compliance, and facility maintenance

• Create a wonderful workplace experience for employees, visitors, recruits, customers and vendors, keeping the office tidy, clean, organized and polished throughout the day

• Open and close the office daily (8:30am - 5:00pm), and be on site when no one else is for special projects, maintenance or moves

• Administer SF office access and visitor management, including badge setup and removal, guest registration and building-security lists, in partnership with Physical Security and IT

• Manage team mail and deliveries, from small packages to large and freight deliveries, by triaging, distributing and keeping it all organized

• Manage inventory and order all office and kitchen supplies while tracking spend and working within the office budget, and help remotely with supply ordering for small neighboring offices

• Build relationships with building management, maintenance and cleaning staff, and external parties such as contractors and suppliers, including quality control, vendor accountability and delivering feedback

• Manage vendor and contractor paperwork and logistics, including insurance certificates, contractor access and freight elevator bookings

• Help coordinate design and construction projects and act as the on-site contact

• Own the SF and Palo Alto workplace ticket queue, triaging, resolving and routing requests in a kind and timely manner and keeping requesters updated through close

• Own SF office communications and documentation, including the office guide or wiki, Slack announcements to employees and leaders, and building notices

• Organize, monitor and communicate facility and building safety preparedness to employees

• Produce thoughtful and inclusive office experiences and events, working with the Workplace team to stay consistent with other offices and the global strategy

• Visit the Palo Alto office as needed to support on-site operations, supplies and employee requests

• Help with ad-hoc projects when time allows, and contribute in ways beyond this high-level overview of the role

What You Bring

• 5-7 years of experience working in facilities, workplace operations, office administration, or hospitality fields

• Proficiency with G-Suite Products or the ability to learn software quickly

• Excellent organization, planning and prioritization skills

• Exceptionally strong ownership and can-do attitude with an operational mindset

• Comfortable working autonomously, juggling multiple tasks under tight deadlines, switching gears at the drop of a hat, and having a no task too small mentality

• Willingness to jump in where needed, picking up projects and checking things off lists even when it lands on your plate unexpectedly

• Excellent written, non-verbal, and verbal communication skills; the ability to work well with various personality types, and are receptive to feedback...all while maintaining a high degree of professionalism and confidentiality

• Genuine passion for supporting others and a contagiously positive attitude

• The capability to anticipate others' needs and act with patience, kindness, and firmness

• An eye for detail with regards to all things from process to projects to space to events

• The ability to maintain a professional and kind game face even when things aren’t going as planned or desired; a propensity for problem solving quickly and quietly

• A solid sense of self awareness and the desire for feedback to adapt and grow