Workplace Experience Coordinator - Scheduling

Horizontal Talent; San Francisco (CA); On-site; USD 77,000 - 131,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Retirement plan

Job summary

Horizontal Talent is seeking a detail-oriented Scheduling and Front Desk Coordinator to support a high-traffic executive business center in San Francisco. You will manage calendars, coordinate room setups, and deliver polished service across scheduling, hospitality, and front desk support.

You will handle intake of internal meeting requests, confirm room fit, monitor daily schedules, work with Facilities, AV/IT, and Security, and ensure rooms are ready for meetings.

Qualifications

• 2–3 years of experience in scheduling, administrative support, event coordination, workplace operations, or related field.
• Experience managing a shared calendar, room booking system, or similar scheduling workflow.
• Strong organization and attention to detail with the ability to manage multiple requests and changing priorities.
• Clear written and verbal communication skills with a professional, courteous approach.
• Comfort working with executive assistants, administrative teams, and cross-functional partners.

Responsibilities

• Manage the intake and scheduling of internal meeting requests for executive business center and amenity spaces.
• Confirm room fit, timing, headcount, and setup details before placing bookings on calendars.
• Monitor schedules daily and ahead of time to identify conflicts, overlaps, and space concerns.
• Coordinate with administrative partners and workplace teams to resolve booking issues and suggest alternatives when needed.
• Prepare daily meeting schedules and communicate setup, technology, and service needs to the appropriate support teams.
• Help ensure rooms are ready before meetings begin and respond quickly to last-minute changes.
• Support event setup and breakdown, including arranging furniture, technology, and amenities according to specifications.
• Perform walkthroughs of meeting and amenity spaces, resetting rooms and restocking supplies as needed.
• Assist with programming by placing classes and sessions on the calendar and supporting classroom setup and registration.
• Maintain accurate booking notes, scheduling records, and process documentation.
• Provide backup front desk coverage when needed, including welcoming guests, issuing badges, and receiving deliveries.

Skills

Scheduling

Calendar management

Event coordination

Front desk support

Communication

Organization

Team collaboration

Google Calendar

Tools

Google Calendar

Outlook

Job description

Join a dynamic workplace experience team supporting a high-traffic executive business center and amenity spaces in a fast-paced headquarters environment. This role is ideal for someone who enjoys keeping calendars running smoothly, coordinating room setups, and delivering polished, professional service across scheduling, hospitality, and front desk support.

Responsibilities

• Manage the intake and scheduling of internal meeting requests for executive business center and amenity spaces
• Confirm room fit, timing, headcount, and setup details before placing bookings on calendars
• Monitor schedules daily and ahead of time to identify conflicts, overlaps, and space concerns
• Coordinate with administrative partners and workplace teams to resolve booking issues and suggest alternatives when needed
• Prepare daily meeting schedules and communicate setup, technology, and service needs to the appropriate support teams
• Help ensure rooms are ready before meetings begin and respond quickly to last-minute changes
• Support event setup and breakdown, including arranging furniture, technology, and amenities according to specifications
• Perform walkthroughs of meeting and amenity spaces, resetting rooms and restocking supplies as needed
• Assist with programming by placing classes and sessions on the calendar and supporting classroom setup and registration
• Maintain accurate booking notes, scheduling records, and process documentation
• Provide backup front desk coverage when needed, including welcoming guests, issuing badges, and receiving deliveries

Skills

• 2–3 years of experience in scheduling, administrative support, event coordination, workplace operations, or a related field
• Experience managing a shared calendar, room booking system, or similar scheduling workflow
• Strong organization and attention to detail with the ability to manage multiple requests and changing priorities
• Clear written and verbal communication skills with a professional, courteous approach
• Ability to troubleshoot scheduling conflicts and offer practical alternatives
• Comfort working with executive assistants, administrative teams, and cross-functional partners such as Facilities, AV/IT, and Security
• Proficiency with Google Calendar or Outlook, along with Google Workspace or Microsoft Office
• Ability to stay proactive, manage follow-through, and work independently on assigned tasks
• Willingness to step into room resets, event support, and front desk coverage as needed
• Ability to meet physical requirements, including moving throughout the building, standing for extended periods, and lifting up to 25 pounds repeatedly when necessary

Preferred Skills

• Experience scheduling meeting or event spaces in a corporate office, executive briefing center, hotel, or conference center
• Background supporting executives or partnering closely with executive assistants
• Experience with visitor management tools or room booking platforms
• Familiarity with building simple trackers in Excel or Sheets
• Exposure to process documentation or workflow improvements
• Experience in a technology company or other fast-paced environment
• Front desk, reception, or hospitality experience

Horizontal is committed to fostering a diverse, equitable, and inclusive workplace where different perspectives, experiences, and backgrounds are valued. We encourage candidates from all backgrounds to apply and join a team that prioritizes respect, collaboration, and belonging.

We offer competitive compensation and benefits including medical, dental, vision, and retirement.

The pay range for this role is $56 - $95 per hour based on qualifications and experience.