Workplace Experience Coordinator (Office Manager / Front Desk)

NEON Rated; Santa Monica (CA); On-site; USD 68,000 - 70,000; Full time

Benefits offered by this job

Medical, dental, and vision coverage

401(k) and Roth IRA

Life insurance (AD&D)

Generous paid time off

Paid family leave

Wellness programs

Job summary

NEON seeks a Workplace Experience Coordinator to be the face and engine of our LA office, greeting guests, keeping operations smooth, and ensuring the space inspires. This role blends receptionist duties with office management and hospitality to create a warm, efficient environment.

You’ll set the tone for how NEON feels to employees, candidates, vendors, and guests from arrival onward, owning day-to-day tasks and event support while growing with the team in a dynamic, fast-paced setting.

Qualifications

• 2+ years in office management, front desk, hospitality, or customer service
• No task is too small attitude; proactive and reliable
• Hospitality mindset with white-glove service standards

Responsibilities

• Greet visitors and manage front desk flow
• Maintain tidy reception and common areas
• Oversee office upkeep and coordinate repairs
• Manage relationships with building management and vendors
• Coordinate desk setups and space planning as team grows
• Process office expenses and track budget
• Support onboarding logistics and employee experience
• Plan and execute office events and culture moments

Skills

Front desk

Office management

Hospitality

Customer service

Organizational skills

Proactive problem-solving

Tools

Google Workspace

Microsoft Office

Nexonia

Job description

We're looking for a Workplace Experience Coordinator to be the face and engine of our LA office. You'll greet everyone who walks through the door, keep the day-to-day running smoothly, and make sure the office is a place people actually want to come to. Think of this as part receptionist, part office manager, part hospitality pro, someone who treats every person and every request, big or small, with genuine warmth and follow-through.

This is a highly visible role. You'll set the tone for how the company feels to employees, candidates, vendors, and guests from the moment they arrive.

Front of House / Reception

• Greet all visitors, guests, and employees with a warm, professional welcome
• Manage the front desk: guest access, deliveries, mail, and package handling
• Keep the reception and common areas tidy, stocked, and presentable at all times

Office Management & Maintenance

• Own the day-to-day upkeep of the office, from tidying shared spaces to coordinating repairs and maintenance requests
• Manage relationships with building management, cleaners, and maintenance vendors
• Proactively spot issues (a flickering light, low coffee stock, a broken chair) and resolve them before they're asked about
• Coordinate desk setups, seating, and space planning as the team grows

Supplies & Vendor Relationships

• Order and manage inventory of office and kitchen supplies, keeping costs sensible and stock levels reliable
• Source and manage vendors (catering, cleaning, office supplies, repairs, etc.), negotiating good terms and holding them accountable to service quality
• Maintain relationships with building/property management and local service providers

Expenses & Admin

• Process office-related expenses, invoices, and receipts accurately and on time
• Track and manage the office budget; flag spend trends or opportunities to save
• Support light bookkeeping/admin tasks tied to office operations

Onboarding & Employee Experience

• Support People team with new hire logistics: desk setup, equipment, office access, welcome materials
• Be a friendly first point of contact for new employees on their first day
• Help plan and execute office events, celebrations, and culture moments
• Support other HR/People coordination tasks as needed

The job description is to be used merely as a guide of expectations rather than an exhaustive list of all duties and competencies. All requirements and skills are subject to change as business needs evolve.

What We're Looking For

• 2+ years in office management, front desk/reception, hospitality, or customer service (coffee shop, hotel, retail — service-heavy backgrounds are a huge plus)
• A genuine "no task is too small" attitude, equally happy restocking the fridge or coordinating a vendor contract
• A hospitality mindset, you understand what white glove service means in practice and bring that standard to every touchpoint, from a guest's first impression to the day-to-day details of the office environment.
• Proactive problem-solver, sees what needs to be done and does it, without waiting to be asked
• Strong organizational skills and the ability to juggle multiple priorities without dropping the ball
• Warm, upbeat, and unflappable under pressure, the kind of person who makes people feel taken care of
• Comfortable with basic expense tools, spreadsheets, and office software (Google Workspace/Microsoft Office; expense tools like Nexonia)
• Trustworthy and discreet, you'll have visibility into sensitive spaces (budgets, new hires, guests)

Nice to Have

• Experience with vendor negotiation or contract management
• Experience supporting onboarding or HR coordination
• Familiarity with facilities/building management processes

What Success Looks Like

• The office runs so smoothly, people barely notice the effort behind it
• Supplies never run out, expenses are accurate and on time, vendors deliver reliably
• New hires feel set up and welcomed from day one

Role Reports to: Director, People + Operations

Location: On-site, full-time Los Angeles office

Salary: $68,000 - $70,000 /year

Company context: 100+ person company with two offices. This role owns the LA office end-to-end and is the sole on-site admin presence there, so ownership and follow-through matter.

At NEON, we believe that great work starts with taking care of our people. Our comprehensive benefits package is designed to support your health, well-being, and future at every stage of life.

• Comprehensive medical, dental, and vision coverage for you and your family.
• Retirement savings options, including a 401(k) and Roth IRA, to help you plan for the future.
• Basic and voluntary life insurance, including AD&D coverage, for added peace of mind.
• A flexible time-off policy, generous sick leave, paid public holidays, and an annual winter office closure, because rest is an essential part of doing great work.
• Paid family leave, including parental and caregiver leave, to support you when it matters most.
• Wellness programs and resources that promote a healthy, balanced lifestyle.

NEON is an equal opportunity employer. We're committed to building an inclusive culture where everyone is set up to do meaningful work — and we welcome candidates from all backgrounds and experiences. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic.

U.S. applicants are protected under the Family & Medical Leave Act, Equal Opportunity Employment, and the Employee Polygraph Protection Act. If you need a reasonable accommodation at any point in the process, please reach out to your NEON recruiter.