Workplace Experience Coordinator (Part Time)

Clutch Canada; Chicago (IL); On-site; USD 16,740 - 23,436; Part time

Benefits offered by this job

Five weeks paid time off

11 company paid holidays

Healthcare packages

401K with matching

Wellness benefits

Learning reimbursement

Volunteer time off

Donation matching

Job summary

Smartly is seeking a proactive Workplace Experience Coordinator to independently manage the Chicago office. You will be the primary on-site contact, creating a welcoming, organized environment for employees, visitors, and external partners.

This part-time, on-site position runs Tuesdays–Thursdays, 8:00 AM–2:00 PM, with occasional flexibility for extra hours to support meetings or events. You will handle office operations, hospitality, and events in collaboration with the global Workplace

Qualifications

• Experience in office administration or related fields.
• Experience with vendors and service providers is an advantage.
• Experience managing office supplies and day-to-day operations.
• Experience supporting employees, visitors, and guests in a professional environment.
• Proficiency with MS Office or Google Workspace; Slack experience is a plus.
• Strong written and verbal communication in English.

Responsibilities

• Manage day-to-day operations of the Chicago office, ensuring a safe, organized, and efficient workplace.
• Order and maintain office, kitchen, pantry, and hospitality supplies, ensuring full stock and presentation to a high standard.
• Coordinate grocery orders, catering, snacks, beverages, and refreshments for employees, meetings, and events.
• Maintain office supplies, equipment, and inventory, coordinating purchases as needed.
• Liaise with vendors, service providers, and building management to keep the office well maintained.

Skills

Office administration

Hospitality

Customer service

Vendor coordination

MS Office / Google Workspace

Tools

Microsoft Office

Google Workspace

Slack

Job description

We are looking for a proactive and service-oriented Workplace Experience Coordinator to independently manage the day-to-day operations of our Chicago office. As the primary on-site contact, you will help create a welcoming, organized, and engaging workplace for employees, visitors, and external partners.

Working closely with our global Workplace Experience team, you will play an important role in ensuring our office operates smoothly while delivering an exceptional employee and visitor experience. This role combines office administration, hospitality, workplace operations, and event coordination to foster a positive and productive work environment.

This is a part-time, on-site position based in our Chicago office, working Tuesdays, Wednesdays, Thursdays from 8:00 AM to 2:00 PM (18 hours per week), with occasional flexibility to work additional hours to support business needs, meetings, or company events.

Key Responsibilities

Office Operations

• Manage the day-to-day operations of the Chicago office, ensuring a safe, organized, and efficient workplace.
• Order and maintain office, kitchen, pantry, and hospitality supplies, ensuring the office is fully stocked and presented to a high standard.
• Coordinate grocery orders, catering, snacks, beverages, and refreshments for employees, meetings, and events.
• Maintain office supplies, equipment, and inventory, coordinating purchases and replenishment as needed.
• Liaise with vendors, service providers, and building management to ensure the office is well maintained.
• Conduct regular office walkthroughs to ensure workspaces, kitchens, and common areas are clean, organized, and functioning effectively.
• Handle incoming and outgoing mail, deliveries, and general office logistics.

Employee & Visitor Experience

• Serve as the first point of contact for employees, visitors, and vendors, creating a warm, welcoming, and professional office environment.
• Prepare meeting rooms and shared spaces for meetings and events.
• Support internal meetings and contribute to the smooth day-to-day running of the office.
• Support employee engagement activities, celebrations, and workplace initiatives.
• Assist with the planning and execution of customer visits and company events in partnership with the global Workplace Experience team.
• Support the onboarding experience for new employees by preparing necessary welcome materials.

What You'll Bring

Experience

• Previous experience in office administration, workplace operations, hospitality, reception, facilities coordination, or a similar customer-facing role.
• Experience working with vendors and external service providers is an advantage.
• Comfortable managing office supplies, inventory, purchasing, and day-to-day office operations.
• Experience supporting employees, visitors, and guests in a professional environment.
• Proficiency with Microsoft Office or Google Workspace; experience with Slack or similar collaboration tools is a plus.
• Strong written and verbal communication skills in English.

Who You Are

• Friendly, approachable, and passionate about creating a positive workplace experience.
• Naturally service-oriented with a hospitality mindset.
• Highly organized and able to manage multiple priorities independently.
• Proactive, dependable, and comfortable taking ownership of day-to-day responsibilities.
• Hands-on, resourceful, and willing to jump in wherever needed.
• Enjoy working collaboratively in a dynamic and inclusive environment.

What We Offer You...

• Five weeks paid time off (PTO), 11 company paid holidays, unlimited sick days
• Generous healthcare packages & mental health benefits
• 401K plus matching & equity grants for all new Smartlies
• Wellness benefit & learning reimbursement opportunities
• Volunteer time off days & company donation matching opportunities
• And so much more…

Smartly is committed to being the best place to work for growth-minded individuals to thrive - explore more in our Culture Handbook!

About Smartly

Smartly is the AI-powered advertising technology company transforming ad experiences for brands and their consumers. Our comprehensive advertising platform seamlessly integrates the capabilities of media, creative, and intelligence to power more than 800 billion impressions and generate more than 300 billion creatives annually, delivering tangible business outcomes for brands and advertisers.

Smartly is the only company in the industry recognized as a Leader in The Forrester Wave: Creative Advertising Technologies with PwC validating the results it delivers for brands. We manage creative and media for 700+ brands worldwide and $6B in ad spend across the largest media platforms, including Facebook, Google, Instagram, Pinterest, Snap, and TikTok. Our end-to-end technology, unmatched access to media platforms and exceptional customer service help Fortune 500 brands to reach and engage consumers and learn what performs best.Smartly is a multinational and diverse team of 750+ Smartlies from 60+ nationalities, working in 13 countries. Together, we want to create and maintain an inclusive environment where everyone feels respected and heard. Our Diversity, Equity & Inclusion approach is at the heart of it.

Visit Smartly to learn more.

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