Workplace Experience Coordinator - Palo Alto

Bain Capital; Palo Alto (CA); On-site; USD 90,000 - 102,000; Full time

Job summary

Bain Capital is seeking a Workplace Experience Coordinator to ensure the Palo Alto office runs smoothly, delivering a high-touch on-site experience for employees and guests. This full-time role covers facilities, vendor management, events, and office operations, reporting to the Workplace Experience Manager.

The position requires 2+ years in operations, strong organization, and the ability to coordinate with multiple teams. Expect daily onsite presence from 8:00 a.m. to 5:00 p.m. in Palo Alto.

Qualifications

• 2+ years of experience in workplace operations, office coordination, facilities, hospitality, administrative operations, or a related field.
• Experience managing vendors and coordinating invoices, purchase orders, or similar operational workflows.
• Strong organizational and project-management skills, with the ability to manage multiple workstreams and follow requests through to completion.
• Experience coordinating office events, employee programming, facilities needs, meeting logistics, or onboarding activities.
• Ability to work onsite in Bain Capital’s Palo Alto office Monday through Friday, 8:00 a.m. to 5:00 p.m.

Responsibilities

• Own day-to-day office and facilities operations, including space readiness, office supplies, maintenance requests, and coordination with building management.
• Manage building and office access for Portfolio Companies and BCV guests, helping ensure appropriate access controls and that office capacity is maintained.
• Manage the office snack and beverage program, including ordering, stocking, inventory management, and quarterly product rotations.
• Coordinate and manage workplace vendors while building relationships with building management and service partners.
• Deliver a high-touch, hospitality-driven workplace experience for employees, executives, guests, and Portfolio Companies.
• Coordinate onsite meetings, employee events, appreciation initiatives, and office activations.
• Partner with IT and People teams to support Portfolio Company Day 1 logistics, including desk assignments and badge-access coordination.
• Serve as a go-to resource for employee questions regarding the office, amenities, and operations.

Skills

Organized

Vendor management

Multitasking

Communication

Customer service

Tools

Microsoft Office

Google Workspace

Slack

Job description

BAIN CAPITAL OVERVIEW

With approximately $225 billion of assets under management, Bain Capital is one of the world’s leading private investment firms. We create lasting impact for our investors, teams, businesses, and the communities in which we live. Over four decades we have strategically grown our platform to focus on Private Equity, Growth & Venture, Capital Solutions, Credit, and Real Assets. Today, our team includes 1,985+ employees in 24 offices on four continents. We partner differently to help people and companies embrace possibility and realize potential. Founded as a private partnership in 1984, we have fostered a culture of innovation, entrepreneurialism, and agility, empowering our people to define and own their career trajectories. Today, our partnership approach enables us to pursue strategic growth, build enduring relationships with a robust external network, and collaborate across our integrated platform to connect the deep and diverse expertise that unlocks breakthrough insights. Our people are the heart of our advantage. Colleagues at all levels have a seat at the table as they tackle business challenges with a principal investor mindset. By asking incisive questions, respectfully challenging one another, and remaining intellectually agile, we work together to achieve exceptional outcomes. Bain Capital Ventures (BCV) is a partnership within Bain Capital, one of the world's largest private investment firms with $225B under management and 24 offices across 4 continents. BCV invests in outlier founders across stages from its offices in San Francisco, Palo Alto, and New York. BCV has helped launch and grow over 400 companies across 20+ years in business, including Cognition, Crusoe, Decagon, Docusign, Flywire, Kiva Systems, Jet.com, LinkedIn, Moveworks, Rapid7, and Redis. As part of Bain Capital, one of the world's largest private financial institutions, BCV delivers targeted support at every stage of the company-building journey. For more information visit: Bain Capital

About the Role & Team

As a Workplace Experience Coordinator, you’ll help make Bain Capital’s Palo Alto office a welcoming, efficient, and engaging place to work. You’ll support the day-to-day operations of the office—from facilities, vendors, and supplies to meetings, events, and the overall employee experience—while partnering closely with the Workplace Experience team in San Francisco, IT, and Bain Capital Ventures. This is a highly visible, hands‑on role for someone who notices what needs to be done, takes ownership, and can adapt quickly as priorities shift. You’ll report to the Workplace Experience Manager and play an important role in ensuring the Palo Alto office runs smoothly while delivering a high‑touch experience for employees, guests, and Portfolio Companies. This is a fully in‑office position based in Palo Alto, five days per week, Monday through Friday, from 8:00 a.m. to 5:00 p.m.

What You’ll Do:

• Own day-to-day office and facilities operations, including space readiness, office supplies, maintenance requests, and coordination with building management.
• Manage building and office access for Portfolio Companies and BCV guests, helping ensure appropriate access controls and that office capacity is maintained.
• Manage the office snack and beverage program, including ordering, stocking, inventory management, and quarterly product rotations.
• Coordinate and manage workplace vendors while building strong working relationships with the building’s Property Management team and other service partners.
• Deliver a high-touch, hospitality-driven workplace experience for employees, executives, guests, and Portfolio Companies.
• Coordinate onsite meetings, employee events, appreciation initiatives, and office activations, ensuring spaces and services are thoughtfully prepared.
• Partner with IT and People teams to support Portfolio Company Day 1 logistics, including desk assignments, workstation readiness, office orientation, and badge‑access coordination.
• Serve as a go‑to resource for employee questions regarding the office, amenities, workplace services, and building operations.
• Partner cross‑functionally on workplace projects, office communications, safety and emergency preparedness, documentation, and other operational initiatives.
• Proactively identify workplace needs and opportunities for improvement, following issues through from identification to resolution.
• Provide additional onsite support as needs arise, particularly during busy periods, events, executive visits, or changing office priorities.
• Open to occasionally supporting onsite events outside of standard business hours. Eligible after-hours support will be compensated for with overtime pay.
• Willingly to occasionally support the San Francisco office, partnering with the broader Workplace team to provide coverage and additional onsite support as needed.

What You’ll Bring:

You’ll be a great addition to the team if:

• You are highly organized and comfortable managing multiple priorities, vendors, and last‑minute requests without losing sight of the details.
• You have a strong bias toward action and use sound judgment to solve problems independently while knowing when to escalation.
• You communicate clearly, professionally, and warmly with employees, executives, guests, vendors, and building partners.
• You bring a hospitality‑first, white‑glove service mindset and enjoy creating an exceptional onsite experience.
• You are comfortable working independently in a fast‑paced environment and remain composed and solutions‑oriented when priorities shift or unexpected needs arise.
• You are proactive, resourceful, and attentive to the details that make a workplace feel polished and well run.
• You are excited to use technology and AI‑enabled tools to work more efficiently and are comfortable learning new systems.

Minimum Qualifications:

• 2+ years of experience in workplace operations, office coordination, facilities, hospitality, administrative operations, or a related field.
• Experience managing vendors and coordinating invoices, purchase orders, or similar operational workflows.
• Strong organizational and project‑management skills, with the ability to manage multiple workstreams and follow requests through to completion.
• Experience coordinating office events, employee programming, facilities needs, meeting logistics, or onboarding activities.
• Strong interpersonal and customer‑service skills, with experience supporting a professional office environment.
• Proficiency with Microsoft Office, Google Workspace, and Slack, with the ability to quickly learn new workplace, facilities, and operational tools.
• Ability to work onsite in Bain Capital’s Palo Alto office Monday through Friday, 8:00 a.m. to 5:00 p.m.

Compensation:

Expected Annual Base Salary $90,000-$102,000 Actual base salary will be determined by a wide range of factors including but not limited to role, function, level, experience, qualifications and geographic location. In addition to a competitive base salary, this position may be eligible for a discretionary annual bonus based upon factors such as individual impact, team and firm performance. Bain Capital offers a competitive benefits package designed to support employees’ health, financial security, family needs, and overall well‑being. Bain Capital is an equal opportunity employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status.

To learn more, visit www.baincapital.com.

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