Workplace Experience Coordinator

Talentify; San Francisco (CA); On-site; USD 32,000 - 45,000; Part time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Short and long-term disability

Life Insurance

HSA

Transportation benefits

Employee Assistance Program

Paid time off

Job summary

Aston Carter in San Francisco is seeking a Workplace Experience Coordinator for an in-person, contract role. You will serve as the first point of contact, greet employees and guests, handle mail and supplies, coordinate events, and assist with front-of-house operations and security procedures.

The position requires a High School Diploma or GED and about 2 years of related experience, plus strong MS Office skills and excellent communication. This role is fully onsite with standard business hours.

Qualifications

• High School Diploma or GED is required.
• 2+ years of related experience in workplace experience, customer service, or administrative support.
• Strong communication skills and ability to present information clearly.
• Proficiency with Microsoft Office products (Word, Excel, Outlook).

Responsibilities

• Serve as the first point of contact for employees and guests in the facility.
• Issue visitor and parking passes and manage access per security protocols.
• Answer calls professionally and support workplace communications.
• Coordinate and support on-site events, including room setup and supplies.
• Manage mailroom operations and office supplies.
• Address inquiries and resolve issues with a customer-service approach.
• Coordinate vendor services and work orders for facilities.
• Support onboarding and general workplace services for staff.

Skills

Reception experience

Event coordination

MS Office

Administrative support

Communication skills

Multi-tasking

Security procedures

Visitor management

On-site events

Customer service

Education

High School Diploma or GED

Tools

Microsoft Office

Job description

Job Title: Workplace Experience Coordinator

Job Description

The Workplace Experience Coordinator - Level 1 delivers a world-class customer service experience to employees and guests in a designated office building. This in-person role serves as the first point of contact at the facility, ensuring a welcoming environment while coordinating a variety of office and soft services. The coordinator supports front-of-house operations, mailroom activities, workplace services, and on-site events, following established procedures to maintain a safe, efficient, and professional workplace.

Responsibilities

• Serve as the first point of contact for everyone entering the facility, greeting employees, visitors, and guests with a friendly and welcoming demeanor.
• Issue visitor and parking passes and follow established security protocols to ensure proper access control.
• Answer telephone calls in a professional manner and create a positive first impression for callers and visitors.
• Prepare and deliver presentations, and speak to groups of varying sizes as needed to support workplace communications and initiatives.
• Arrange and confirm recreational, dining, and business activities on behalf of requestors, ensuring details are accurately coordinated.
• Manage janitorial and maintenance work orders as needed, ensuring requests are logged, tracked, and completed in a timely manner.
• Coordinate and execute workplace services, including mail handling, office supply services, and onboarding support for new employees.
• Acknowledge and respond to inquiries or complaints from employees, guests, and co-workers, providing solutions in a professional, customer service-driven manner.
• Organize and manage on-site events, including securing event space, coordinating room setup and tear down, and arranging delivery of supplies.
• Follow property-specific security and emergency procedures and promptly notify appropriate parties to ensure the safety of all individuals in the building.
• Coordinate with vendors who supply services or goods to the workplace, ensuring smooth delivery and service quality.
• Explain detailed or complex information within the team in a clear and understandable way, while following specific directions provided by leadership.
• Use existing procedures to solve straightforward problems, performing clearly defined duties and tasks with limited discretion.
• Support and manage mailroom operations, including receiving, sorting, and distributing mail and packages.
• Follow basic work routines and standards to maintain consistency and reliability in daily workplace operations.
• High School Diploma or GED.
• 02 years of job-related experience, preferably in a workplace experience, customer service, or administrative support role.
• Ability to follow basic work routines and standards and apply established procedures consistently.
• Effective communication skills to exchange straightforward information with employees, guests, vendors, and team members.
• Customer service orientation with the ability to create a welcoming and professional environment.
• Working knowledge of Microsoft Office products, including Word, Excel, Outlook, and related applications.
• Strong organizational skills with the ability to manage multiple tasks such as events, mailroom operations, and workplace services.
• Inquisitive mindset with a willingness to learn, ask questions, and understand processes and procedures.
• Coordination skills to arrange activities, events, and vendor services efficiently.
• Ability to follow property-specific security and emergency procedures accurately.

Additional Skills & Qualifications

• Experience providing front-of-house or reception support in an office or corporate environment.
• Background in administrative support, including handling mail, office supplies, and work order coordination.
• Comfort speaking to groups of various sizes and presenting information clearly.
• Ability to manage janitorial and maintenance requests through established work order systems.
• Experience organizing and executing on-site events, including logistics, room setup, and supply management.
• Demonstrated ability to handle inquiries and complaints with a professional, solutions-focused approach.
• Strong attention to detail when issuing visitor and parking passes and following security protocols.
• Ability to work within clearly defined duties and procedures while maintaining reliability and consistency.
• Interview process typically includes one virtual and/or one in-person interview.

This is an in-person role based in a professional office building in San Francisco, with standard business hours of 8:00 a.m. to 5:00 p.m., Monday through Friday. The Workplace Experience Coordinator operates within a corporate environment focused on delivering a high level of customer service to employees and visitors. The work involves frequent interaction at the facility entrance, front desk, and common areas, as well as support for mailroom operations and on-site events. The role uses standard office technologies, including Microsoft Office applications such as Word, Excel, and Outlook, as well as internal systems for work orders, security procedures, and vendor coordination. The environment emphasizes safety, adherence to property-specific security and emergency protocols, and a professional appearance appropriate for front-of-house representation. The culture values organization, reliability, clear communication, and a welcoming, service-oriented approach to workplace experience.

Job Type & Location

This is a Contract position based out of San Francisco, CA.

Pay and Benefits

The pay range for this position is $28.00 - $28.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Job Type & Location

This is a Contract position based out of San Francisco, CA.

Application Deadline

This position is anticipated to close on Nov 27, 2026.

Workplace Type

This is a fully onsite position in San Francisco,CA.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.