Workplace Experience & Operations Specialist

BSI; San Jose (CA); On-site; USD 68,000 - 80,000; Full time

Benefits offered by this job

Health & dental

Disability insurance

401k plan

Life insurance

Holidays & PTO

Job summary

BSI is seeking a proactive Workplace Experience & Operations Specialist to support our San Jose office, helping create a welcoming, organized environment for employees, visitors, and clients. The role blends office operations, engagement, and event coordination, with opportunities to partner with regional teams across Northern California.

You will manage daily facilities needs, coordinate vendors, plan employee engagement activities, and contribute to One BSI culture.

Qualifications

• 1–3 years of experience in workplace experience, office management, facilities coordination, hospitality, or similar service-focused roles.
• Welcoming, personable, and professional approach with a genuine interest in creating a positive workplace experience.
• Strong organizational skills to manage multiple priorities independently.
• Experience coordinating office operations, vendors, workplace services, or employee-facing activities.
• Excellent communication and interpersonal skills to build relationships across teams.
• Proactive, solutions-focused mindset to identify needs and improvements.
• Creativity and enthusiasm for planning events and engaging employees.
• Attention to detail and a commitment to maintaining a safe, organized workplace.
• Proficiency with Microsoft Office and comfort learning workplace management, reporting, and ticketing systems.
• Ability to collaborate across teams and provide regional support.
• Flexibility to support activities and participate in on-call rotation when needed.

Responsibilities

• Serve as a primary point of contact for workplace needs, creating a positive experience for employees, visitors, and clients.
• Oversee daily office operations, including inspections, room readiness, supplies, and upkeep.
• Coordinate facilities services, including maintenance, HVAC, access, and vendor relationships.
• Manage workplace access and coordinate with building management and service providers.
• Plan and coordinate employee engagement activities and events.
• Partner with internal teams to support events across multiple locations.
• Manage workplace requests through the ticketing system, with timely communication.
• Support workplace safety audits by maintaining records and coordinating actions.
• Assist with workplace improvement projects, relocations, and office refreshes.
• Maintain workplace reporting on activities and improvements.

Skills

Office operations

Employee engagement

Event coordination

Vendor coordination

Microsoft Office

Communication skills

Tools

Microsoft Office

Job description

We exist to create positive change for people and the planet. Join us and make a difference too!

About The Role

BSI is seeking a proactive, personable, and service-oriented Workplace Experience & Operations Specialist to support our San Jose office and help create a welcoming, engaging, and well-organized workplace for our employees, visitors, and clients.

This is a unique opportunity for someone who enjoys a combination of office operations, employee engagement, and event coordination. You'll play an important role in ensuring our workplace runs smoothly, supporting day-to-day facilities needs, and bringing new ideas to enhance the overall employee experience.

Working closely with our Regional Real Estate & Facilities team, you'll help support workplace initiatives across our Northern California offices, including Oakland and Alameda, and contribute to our broader One BSI culture through events, collaboration, and employee engagement activities.

We're looking for someone who takes initiative, enjoys connecting with people, and can think creatively about ways to improve the workplace. This role offers the opportunity to take ownership of your work, contribute to regional projects, and continue developing your skills in workplace experience and operations.

Key Responsibilities

• Serve as a primary point of contact for workplace needs, creating a positive and welcoming experience for employees, visitors, and clients.
• Oversee daily office operations, including workplace inspections, meeting room readiness, supplies, refreshments, mail, packages, and general office upkeep.
• Coordinate facilities services, including maintenance, cleaning, HVAC, building access, and vendor relationships to ensure a safe and functional workplace.
• Manage workplace access and coordinate with building management and service providers, including WeWork locations, to support security and operational needs.
• Plan and coordinate employee engagement activities, workplace events, and One BSI initiatives that encourage collaboration and strengthen our workplace culture.
• Partner with internal teams and regional colleagues to support events, workplace projects, and employee engagement initiatives across multiple locations.
• Manage workplace requests through the established ticketing system, ensuring timely communication, follow-up, and resolution.
• Support workplace safety, security, and operational audits by maintaining accurate records, completing inspections, and coordinating corrective actions.
• Assist with workplace improvement projects, office refreshes, relocations, and other operational initiatives.
• Maintain workplace reporting, including monthly updates on office activities, employee engagement, service requests, and operational improvements.
• Coordinate with vendors and internal stakeholders on purchase orders, invoices, office supplies, and routine operational expenses.
• Identify opportunities to improve efficiency, enhance workplace services, and create a more engaging employee experience.
• Provide occasional support to other regional offices and assist with urgent workplace needs as required.

What We're Looking For

• 1–3 years of relevant experience in workplace experience, office management, facilities coordination, hospitality, business operations, or a similar service-focused role.
• A welcoming, personable, and professional approach with a genuine interest in creating a positive workplace experience.
• Strong organizational skills with the ability to manage multiple priorities and follow through on tasks independently.
• Experience coordinating office operations, vendors, workplace services, or employee-facing activities.
• Excellent communication and interpersonal skills with the ability to build relationships across different teams and levels of the organization.
• A proactive, solutions-focused mindset with the ability to identify needs, resolve issues, and recommend improvements.
• Creativity and enthusiasm for planning events, bringing people together, and supporting employee engagement.
• Strong attention to detail and a commitment to maintaining a safe, organized, and professional workplace.
• Proficiency with Microsoft Office and comfort learning workplace management, reporting, and ticketing systems.
• Ability to work collaboratively across teams, adapt to changing priorities, and provide occasional regional support.
• Flexibility to support workplace activities and participate in an agreed emergency response or on-call rotation when needed.

Highly Desirable

• Experience planning and coordinating employee engagement events, workplace activities, or corporate initiatives.
• Previous experience supporting multiple office locations, regional teams, or global organizations.
• Experience with workplace improvement projects, office relocations, or facilities-related initiatives.
• Familiarity with purchase orders, invoices, vendor coordination, and operational budgets.
• Experience with workplace service-request or ticketing systems, reporting, and process improvements.
• Spanish language skills are a plus.
• Experience working with diverse teams and collaborating across different cultures and time zones.
• Additional training or certifications in facilities management, hospitality, project coordination, or workplace safety.

What We Offer

BSI offers a competitive salary, group-sponsored health and dental, short-term and long-term disability, a company-matched 401k plan, company paid life insurance, 11 paid holidays and 4 weeks paid time off.

The salary for this position can range from $68,000 to $80,000 annually; actual compensation is based on various factors, including but not limited to, the candidate’s competencies, level of experience, education, location, divisional budget and internal peer compensation comparisons.

Do you believe the world deserves excellence?

We are proud to be the business improvement company for other organisations to become more sustainable and resilient and finally to inspire trust in their products, systems, services, and the world we live in.

Headquartered in London, BSI is the world's first national standards organization with more than 100 years of experience. We are a global partner for 86,000 companies and organizations in over 193 countries, offering development, auditing, certification, and training services, including innovative software solutions and cyber security expertise for all industries: from aerospace and automotive to food, construction, energy, healthcare, IT and trade sectors. Incorporated by Royal Charter, we’re truly impartial, and home to the ultimate mark of trust, the Kitemark.

Through our unique combination of consulting, training, assurance and regulatory services we bring solid and broad knowledge to every company.

If you want to contribute to this inspiring challenge, bring your open and enthusiastic mindset to our dynamic team.

D&I Policy

BSI is committed to ensuring the diversity of our workforce reflects that of our clients and the communities in which we operate. Our goal is to create a sense of belonging for all employees by providing opportunities to develop, grow, and engage with our global organization all while having fun doing great work. BSI is a community where everyone can thrive.

If you require any reasonable accommodations to be made on account of a disability or impairment throughout out our recruiting process, please inform your Talent Acquisition Partner.

About Us

BSI is a business improvement and standards company and for over a century BSI has been recognized for having a positive impact on organizations and society, building trust and enhancing lives.

Today BSI partners with more than 77,500 clients in 195 countries and engages with a 15,000 strong global community of experts, industry and consumer groups, organizations and governments.

Utilizing its extensive expertise in key industry sectors - including automotive, aerospace, built environment, food and retail, and healthcare - BSI delivers on its purpose by helping its clients fulfil theirs.

Living by our core values of Client-Centricity, Agility, and Collaboration, BSI provides organizations with the confidence to grow by partnering with them to tackle society’s critical issues – from climate change to building trust in digital transformation and everything in between - to accelerate progress towards a better society and a sustainable world.

BSI is an Equal Opportunity Employer dedicated to fostering a diverse and inclusive workplace.