Workplace Coordinator

Career Group; San Francisco (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

Career Group is seeking a Workplace Coordinator to create a welcoming, organized office in San Francisco. You will oversee daily operations, coordinate services, manage vendors, and support events and onboarding, ensuring an excellent employee and candidate experience in a fast-growing tech environment.

Ideal candidates bring 3–4 years in workplace coordination or office management, strong organizational skills, superb communication, and a proactive, collaborative mindset to support a thriving

Qualifications

• 3–4 years of experience in workplace coordination or office management.
• Experience in a technology startup or fast-paced environment is preferred.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication with a service-oriented approach.
• Ability to manage multiple priorities and logistics independently.

Responsibilities

• Oversee daily office operations to maintain a welcoming, organized workplace.
• Serve as primary contact for employees, visitors, and vendors.
• Coordinate services: supplies, equipment, mail, deliveries, rooms.
• Manage vendor relationships and ensure services meet team needs.
• Support office events and engagement, including catering logistics.
• Assist onboarding logistics for new employees.
• Monitor inventory and order supplies; maintain organized storage.
• Coordinate maintenance, repairs, and facilities-related needs.
• Assist with access control and visitor coordination.
• Track budgets, invoices, and vendor documentation with detail.
• Identify opportunities to improve processes and employee experience.
• Adapt to changing priorities and provide additional operational help.

Skills

Office coordination

Vendor management

Event planning

Communication skills

Problem solving

Team collaboration

Job description

Our client is a fast-growing AI startup developing innovative technology in a rapidly evolving industry. As the company continues to grow, it is looking for an experienced Workplace Coordinator to help create a welcoming, organized, and efficient office environment. This is an exciting opportunity to join a collaborative, high-growth team and play an important role in supporting day-to-day workplace operations.

About the Role

The Workplace Coordinator will help ensure the office runs smoothly and provides a positive experience for employees, candidates, and visitors. This person will oversee daily office operations, coordinate workplace services, manage vendors, and support office events and employee engagement initiatives. Working closely with internal teams and external partners, the ideal candidate will be proactive, resourceful, and comfortable balancing multiple priorities in a fast-paced technology environment.

Responsibilities

• Oversee daily office operations to maintain a welcoming, organized, and efficient workplace.
• Serve as a primary point of contact for employees, visitors, and vendors, providing a professional and positive office experience.
• Coordinate office services, including supplies, equipment, mail, deliveries, conference rooms, and general office upkeep.
• Manage relationships with office vendors and service providers, coordinating requests, resolving issues, and ensuring services meet the team’s needs.
• Support office events, team gatherings, and employee engagement initiatives, including planning logistics and coordinating catering.
• Partner with internal teams to support onboarding logistics and ensure new employees have a smooth first-day experience.
• Monitor office inventory and supplies, placing orders and maintaining organized storage areas.
• Coordinate maintenance requests, repairs, and facilities-related needs to ensure the office remains functional and presentable.
• Assist with office access, visitor coordination, and workplace procedures as needed.
• Help manage office budgets, invoices, expenses, and vendor documentation with strong attention to detail.
• Identify opportunities to improve workplace processes, office organization, and the overall employee experience.
• Adapt to changing priorities and provide additional operational support as the company continues to grow.

Qualifications

• 3–4 years of experience in workplace coordination, office management, facilities coordination, or a similar role.
• Previous experience working in the technology industry, ideally within a startup or other fast-paced environment.
• Strong organizational skills and exceptional attention to detail.
• Excellent written and verbal communication skills, with a service-oriented and professional approach.
• Proven ability to manage multiple priorities, coordinate logistics, and solve problems independently.
• Experience managing office vendors, coordinating facilities requests, and supporting day-to-day workplace operations.
• Comfortable working with employees across different teams and levels of seniority.
• Proactive, resourceful, and adaptable, with the ability to anticipate needs and take initiative.
• A collaborative mindset and enthusiasm for helping build a positive workplace culture.

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