Workplace Experience Coordinator (Part Time)

Smartlyio; Chicago (IL); On-site; USD 16,000 - 24,000; Part time

Benefits offered by this job

PTO 5 weeks + holidays

Healthcare packages

401K matching

Wellness benefits

Volunteer time off

Equity grants

Job summary

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

The role blends office administration, hospitality, and event coordination to support a positive, productive workplace. This is a part-time, on-site position with 18 hours/week and occasional flexibility for events and meetings in Chicago.

Qualifications

• Experience in office administration, workplace operations, hospitality, or a similar customer-facing role.
• Experience working with vendors and external service providers.
• Proficiency with Microsoft Office or Google Workspace.
• Strong written and verbal English communication.

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 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.
• 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.

Skills

Office administration

Workplace operations

Hospitality

Reception

Vendor management

Communication

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,