Workplace Experience Coordinator

Otsuka; Boston (MA); On-site; USD 100,000 - 125,000; Full time

Job summary

An established industry player is seeking a Workplace Experience Coordinator to enhance the office environment and ensure a productive workspace. This role is critical in managing office operations, vendor relations, and employee experiences. The ideal candidate will have a strong background in office coordination, excellent communication skills, and a proactive approach to problem-solving. Join a dynamic team where your contributions will directly impact the workplace culture and employee satisfaction. This is a fantastic opportunity to thrive in a supportive environment while making a difference in the daily operations of a vibrant office setting.

Qualifications

• 3+ years experience in office coordination or administration required.
• Strong organizational and multitasking abilities with attention to detail.

Responsibilities

• Ensure smooth office operations, including procurement and space management.
• Coordinate office events, manage supplies, and maintain office systems.

Skills

Office Coordination

Verbal Communication

Written Communication

Organizational Skills

Multitasking

Microsoft Office Suite

Service Ticketing Systems

Tools

Microsoft Office Suite

Service Ticketing Systems

Job description

The Workplace Experience Coordinator plays a pivotal role in ensuring the smooth operation of the office environment and fosters a productive and welcoming workspace for employees and visitors. The role includes all aspects of Office Operations, including procurement, space management, employee experience, internal events, vendor oversight, repairs and maintenance, security, and food and beverage services. It is based in the Jnana Therapeutics Inc. office in Boston, MA with an in-office requirement of 5 days per week.

Below is a list of the Workplace Experience Coordinator responsibilities:

• Partner closely with Jnana leadership and Otsuka shared services leaders (e.g. HR and IT) to deliver the optimal workplace experience at Jnana.
• Maintain organization and tidiness of the office space and ensure office systems are functioning (lights, plumbing, etc.).
• Proactively identify and execute workplace design and experience efforts, such as selecting and changing over seasonal decor, coordinating with local vendors to enable employee-facing perks (2020 vision truck, onsite flu shots, annual dental exams, etc).
• Manage and distribute all incoming office mail, prepare outgoing FedEx and USPS packages and maintain FedEx account.
• Order, stock and manage inventory for office, mailroom and pantry supplies.
• Order and stock food and beverages in pantry.
• Maintain office floor plans and coordinate new hire seating.
• Manage office security including the employee and guest badge process, administration of security software, and serving as a point of contact for office visitors.
• Act as point of contact for office related inquiries and maintenance requests and schedule related service calls/repairs.
• Manage the setup and breakdown for company events and meetings, including coordinating catering orders and receiving, ensuring requested materials are available to meeting facilitators, and collaborating with IT to ensure AV connectivity when necessary.
• Maintain strong relationships with property management, landlord and all office/facilities vendors.
• Partner with EHS to ensure office meets all compliance requirements.
• Communicate all office and facility related activity and changes to the local team.
• Coordinate with Otsuka Facilities, Lab Operations, landlord and vendors to maintain and repair office and lab mechanical systems.
• Support internal onsite events and engagement activities in the Boston office.
• Help to build and implement efficient procedures to run the office in line with Otsuka office operations standards.
• Draft and maintain operating guides for all office processes and procedures.

Qualifications/ Required

Knowledge/ Experience and Skills:

• 3+ years experience in office coordination/administration.
• Excellent verbal, written, interpersonal and skills.
• Strong organizational and multitasking abilities with a keen eye for detail.
• Flexible with the ability to easily adapt to changing needs.
• Self motivated and energetic with a positive attitude and willingness to tackle any task, no matter how small.
• Experience with Microsoft Office Suite.
• Experience with service ticketing systems preferred.

Competencies
Accountability for Results - Stay focused on key strategic objectives, be accountable for high standards of performance, and take an active role in leading change.
Strategic Thinking & Problem Solving - Make decisions considering the long-term impact to customers, patients, employees, and the business.
Patient & Customer Centricity - Maintain an ongoing focus on the needs of our customers and/or key stakeholders.
Impactful Communication - Communicate with logic, clarity, and respect. Influence at all levels to achieve the best results for Otsuka.
Respectful Collaboration - Seek and value others’ perspectives and strive for diverse partnerships to enhance work toward common goals.
Empowered Development - Play an active role in professional development as a business imperative.