Workplace Experience Coordinator - Scheduling

Apex Systems; San Francisco (CA); On-site; USD 124,000 - 138,000; Full time

Job summary

Everforth Apex Systems in San Francisco, CA seeks a Workplace Experience Coordinator - Scheduling to own the daily calendar for internal meetings in the Executive Business Center and amenity spaces. You will act as primary liaison for meeting hosts and admin partners, ensuring proper room setup and timely communication to facilities and IT.

The role requires 2–3 years of scheduling or admin support experience, proficiency with Google Calendar/Outlook, and a willingness to work on-site daily.

Qualifications

• Experience scheduling and coordinating meetings in an office environment.
• Proficiency with scheduling tools like Google Calendar or Outlook.
• Ability to work with administrative teams and executive assistants.

Responsibilities

• Manage the booking queue for internal meetings and confirm room details.
• Identify and resolve double bookings or space-fit issues.
• Coordinate daily meeting schedules with facilities and IT teams.
• Serve as liaison for hosts regarding space availability and guidelines.
• Assist with event setup and provide front desk backup as needed.

Skills

Scheduling

Calendar management

Stakeholder liaison

Slack usage

Education

High school diploma

Tools

Google Calendar

Outlook

Slack

Job description

## Job Description# Workplace Experience Coordinator - SchedulingApply**Job#: 3058154****Job Description:**Workplace Experience Coordinator - Scheduling**Location:** San Francisco, CA (On-site)Role OverviewAn established organization is seeking a Workplace Experience Coordinator - Scheduling to own the day-to-day calendar for internal meetings held in the Executive Business Center (EBC) and amenity spaces at the headquarters. The successful candidate will serve as the primary point of contact for employees and administrative teams requesting meeting spaces, ensuring appropriate room allocation, resolving scheduling conflicts, and confirming setups. This on-site position also supports event coordination, space upkeep, and front desk coverage as needed.Key Responsibilities* Manage the booking queue for internal meetings, confirming timing, headcount, and room suitability.* Review the scheduling calendar proactively to identify and resolve double bookings, insufficient turnover times, or room-fit issues.* Coordinate daily meeting schedules and communicate setup and technology needs to facilities, technology, and hospitality teams.* Serve as the primary liaison for meeting hosts and administrative partners regarding space availability and guidelines.* Assist with event setup and breakdown, ensuring furniture, technology, and amenities are configured correctly.* Perform regular walk-throughs of meeting and amenity spaces to reset rooms, restock supplies, and maintain cleanliness.* Provide backup support at the front reception desk, greeting visitors, issuing badges, and receiving deliveries.Required Qualifications**Education:** High school diploma or equivalent required; additional coursework in hospitality or administration is beneficial.**Experience:** Two to three years of experience in scheduling, administrative support, event coordination, or workplace operations.**Technical Skills:** Proficiency with scheduling systems, Google Calendar or Outlook, and workplace collaboration tools such as Slack.Preferred Qualifications* Experience scheduling meeting or event spaces within a corporate office, conference center, or hotel environment.* Prior experience supporting executive teams or partnering closely with administrative assistants.* Familiarity with visitor management systems and building tracking tools.Work EnvironmentThis position requires a daily on-site presence. Candidates must be able to remain on their feet for up to three hours per day, move regularly throughout the facility, and lift up to 25 pounds repeatedly for room resets and event setups. *Everforth Apex is a world-class IT services company that serves thousands of clients across the globe. When you join Everforth Apex, you become part of a team that values innovation, collaboration, and continuous learning. We offer quality career resources, training, certifications, development opportunities, and a comprehensive benefits package. Our commitment to excellence is reflected in many awards, including ClearlyRateds Best of Staffing in Talent Satisfaction in the United States and Great Place to Work in the United Kingdom and Mexico.**Everforth Apex uses a virtual recruiter as part of the application process. Click here for more details. By applying for this job, you agree to receive calls, AI-generated calls, text messages, or emails from Everforth Apex and its affiliates, and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to cancel and HELP for help. You can access our privacy policy at https://www.apexsystems.com/privacy-policy**Everforth Apex Benefits Overview: Everforth Apex offers a range of supplemental benefits, including medical, dental, vision, life, disability, and other insurance plans that offer an optional layer of financial protection. We offer an ESPP (employee stock purchase program) and a 401K program which allows you to contribute typically within 30 days of starting, with a company match after 12 months of tenure. Everforth Apex also offers a HSA (Health Savings Account on the HDHP plan), a SupportLinc Employee Assistance Program (EAP) with up to 8 free counseling sessions, a corporate discount savings program and other discounts. In terms of professional development, Everforth Apex hosts an on-demand training program, provides access to certification prep and a library of technical and leadership courses/books/seminars once you have 6+ months of tenure, and certification discounts and other perks to associations that include CompTIA and IIBA. Everforth Apex has a dedicated customer service team for our Consultants that can address questions around benefits and other resources, as well as a certified Career Coach. You can access a full list of our benefits, programs, support teams and resources within our ‘Welcome Packet’ as well, which an Everforth Apex team member can provide.**Everforth Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Everforth Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law.**If you require an accommodation under the Americans with Disabilities Act to participate in an interview with a virtual recruiter or to use our website for a search or application, please contact our Benefits Department at [e-mail] or 804-523-8228. Please note that this contact information is strictly to be used for medical ADA accommodations and that no other inquiries will be answered.**UnitedHealthcare creates and publishes the Transparency in Coverage Machine-Readable Files on behalf of Everforth Apex Systems.***Employee Type:** Contract**Location:** San Francisco, CA, US**Job Type:****Date Posted:** November 6, 2026**Pay Range:** $95 - $95 per hour