Workplace Manager

LeadStack Inc.; San Francisco (CA); On-site; USD 65,000 - 85,000; Full time

Job summary

LeadStack Inc. is seeking a proactive Workplace Experience Coordinator in San Francisco to manage meeting bookings, space allocations, and daily schedules.

You will coordinate with Facilities, AV/IT, and admin teams to ensure rooms are ready and events run smoothly, while maintaining clear communication with hosts and colleagues. You will also support space upkeep, class scheduling, and front desk backup, contributing to a well-organized, guest-friendly office environment in a fast-paced tech

Qualifications

• Experience coordinating meetings and space bookings.
• Ability to handle calendar management and room allocation.
• Strong communication with hosts, admins and facilities teams.

Responsibilities

• Own the booking queue for internal meetings and amenity spaces, confirm timing and headcount, place bookings on calendars, and send confirmations.
• Review calendar daily to catch double bookings, turnover times, and room fits; reshuffle and manage holds, cancellations, and recurring bookings.
• Prepare daily meeting schedules, coordinate setup with Facilities/AV/IT/hospitality, and ensure rooms are ready; adjust for last-minute changes.
• Serve as primary point of contact for hosts and admin teams on space availability and guidelines, updating them on changes.
• Assist with room setup/breakdown and ensure technology, furniture, and amenities are configured.
• Conduct regular walk-throughs of meeting spaces, reset rooms, restock supplies, and coordinate with Facilities for cleanliness.
• Support Experience Enrichment programming by placing classes on the calendar and assisting with setup/registration.
• Maintain booking records and space usage notes, documenting procedures and assisting monthly reports.
• Provide backup at the front desk during breaks, lunches, and time off; scheduling remains the priority.

Skills

Meeting scheduling

Conflict resolution

Day-of coordination

Stakeholder communication

Event support

Space & facility upkeep

Program assistance

Administrative support

Front desk backup

Job description

• Meeting Scheduling: Own the booking queue for internal meetings and amenity spaces. Take in requests, confirm timing, headcount, and room fit, place bookings on the room calendars, and send confirmations to meeting hosts and their administrative partners
• Conflict Resolution: Review the calendar daily and a week ahead to catch double bookings, missing turnover time, and poor room fits. Work with the Workplace Experience Lead and Administrative teams to reshuffle, offer alternatives, and manage holds, cancellations, and recurring bookings
• Day-of Coordination: Prepare the daily meeting schedule, pass setup and technology needs to Facilities, AV/IT, and hospitality teammates, confirm each room is ready before its start time, and adjust quickly when meetings run long, move, or are added last minute
• Stakeholder Communication: Serve as the primary point of contact for meeting hosts and administrative teams on space availability, booking lead times, and space guidelines, and keep them informed of any changes to their bookings
• Event Support: Assist with room setup and breakdown according to specifications, ensuring all technology, furniture, and amenities are properly configured
• Space & Facility Upkeep: Perform regular walk-throughs of meeting rooms and amenity spaces, resetting rooms between bookings, restocking supplies, and partnering with the Facilities team on cleanliness and maintenance needs
• Program Assistance: Support Experience Enrichment programming by placing classes and sessions on the calendar and helping with classroom setup and registration
• Administrative Support: Keep booking records and room-usage notes current, help document scheduling procedures, and help the Workplace Experience Lead organize information for monthly reports
• Front Desk Backup: Provide backup coverage at the front desk during the Front Reception Coordinator's breaks, lunches, and time off (greeting and checking in guests, issuing badges, receiving deliveries). This is a secondary responsibility; scheduling remains the priority

Strong candidates may also:

• Have scheduled meeting or event space at a corporate office, executive briefing center, hotel, or conference center
• Have experience supporting executives or partnering closely with executive assistants
• Have used room booking or visitor management systems, built simple trackers in Sheets or Excel, or documented or improved a scheduling process
• Have experience in technology companies or fast-paced environments
• Have front desk or reception experience, or hospitality certifications or coursework