Key Responsibilities and Required Skills for Workplace Experience Coordinator

🎯 Role Definition

The Workplace Experience Coordinator is responsible for creating a welcoming, safe, and highly functional workplace environment that enhances employee engagement and productivity. Acting as the primary concierge and operational partner for the office, this role manages front-of-house services, coordinates workplace programs (desk booking, visitor management, catering, events), oversees vendor relationships, and partners with Facilities, HR and IT to execute workplace strategy. The Coordinator balances hospitality and operations, using data-driven insights and excellent stakeholder management to continuously improve the employee experience across one or multiple sites.

📈 Career Progression

Typical Career Path

Entry Point From:

Front Desk / Receptionist
Office Administrator / Office Coordinator
Facilities Coordinator
Hospitality or Events Assistant

Advancement To:

Workplace Experience Manager
Head of Workplace Services or Facilities Operations
Employee Experience Lead
Corporate Services Manager

Lateral Moves:

Events Manager / Corporate Events Lead
Office Operations Manager
Employee Engagement Specialist
Facilities Project Coordinator

Core Responsibilities

Primary Functions

Serve as the primary point of contact for all on-site workplace experience needs, including reception, visitor registration, badge issuance, and guest hospitality to ensure a consistent and professional front-of-house experience.
Manage desk-booking and hoteling tools (e.g., Robin, Condeco, OfficeSpace) including configuration, troubleshooting, user onboarding, and reporting on utilization to support hybrid work policies and space optimization.
Coordinate and deliver on-site employee events, town halls, team gatherings, and executive meetings end-to-end: scoping, booking spaces, catering, AV setup, run-of-show, and post-event feedback analysis.
Own daily office operations such as mail and courier coordination, office supplies procurement, pantry management, and upkeep of communal areas to maintain a clean, stocked, and welcoming workplace.
Maintain relationships with vendors and service providers (cleaning, catering, security, receptionists, AV, furniture) including contract execution, performance tracking, service-level monitoring, and monthly reconciliation.
Monitor and report on workplace metrics (occupancy, desk utilization, visitor volumes, NPS/employee satisfaction) using Excel/Google Sheets, Power BI or workplace analytics platforms to inform capacity planning and program improvements.
Execute workplace safety and emergency procedures, perform regular safety audits, coordinate drills, and liaise with security and Facilities to ensure regulatory compliance (fire, first aid, building rules).
Act as the on-site liaison during facilities projects or maintenance activities, coordinating access, communicating schedules and impacts to stakeholders, and ensuring minimal business disruption.
Administer and optimize visitor management and access control systems (Envoy, iLobby, Proxyclick), troubleshoot check-in issues, and ensure data privacy and security of visitor logs.
Support hybrid work program administration including seat assignments, move coordination, new-hire workspace setup, and hot-desk configurations to enable a frictionless employee experience.
Manage catering budgets and procurement for daily and event food and beverage requirements; negotiate with suppliers to ensure quality, value, and dietary accommodation compliance.
Deliver outstanding hospitality services to senior leaders, clients, and visitors: anticipate needs, manage VIP welcome protocols, and execute logistical support for executive travel and meetings.
Oversee workplace communications related to office policies, closures, maintenance windows, and workplace initiatives; produce clear, timely updates via email, intranet, or workplace platforms.
Troubleshoot day-to-day workplace technology issues in partnership with IT (video conferencing, meeting room displays, badge readers) and escalate incidents while tracking resolution status.
Coordinate onboarding/offboarding workspace activities including key/card provisioning, IT asset placement coordination, workspace clean-up and provisioning for new teams or headcount adjustments.
Implement and maintain workplace standards and operating procedures (SOPs) for reception, meeting room etiquette, booking rules, office supplies, and sustainable waste practices.
Run continuous improvement initiatives focused on the employee experience—collect feedback, run pulse surveys, conduct post-event reviews and recommend action plans to leadership.
Administer parking, shuttle, and commuter benefits programs as applicable; coordinate with external providers and resolve employee issues related to transportation and site access.
Ensure workplace sustainability and wellness initiatives are executed (recycling programs, healthy pantry choices, ergonomic assessments, air quality monitoring) and report on progress toward goals.
Maintain accurate records for workplace assets and inventory, coordinate small moves and reconfigurations, and partner with Facilities for larger space planning and furniture procurement needs.
Provide backup support for office finance processes: invoice review for vendor payments, PO coordination, and reconciliation of workplace expense reports against budgets.
Enforce site-specific policies including contractor access, PPE requirements, and COVID-19 or health-related protocols; stay current with public health guidance and adapt workplace practices accordingly.
Support employee recognition and workplace culture programs (desk-side celebrations, tenure recognition, awareness events) that drive engagement and retention.
Proactively identify and mitigate operational risks to daily workplace functioning—anticipate supply shortages, service outages, and coordinate contingency plans.

Secondary Functions

Support ad-hoc workplace data requests and basic exploratory analysis to help leadership understand utilization, satisfaction and cost drivers.
Contribute to the organization's workplace strategy and roadmap by synthesizing site-level feedback into recommendations for process, tech, and policy changes.
Collaborate with business units, HR and IT to translate workplace needs into technical or facilities requirements (e.g., badge provisioning, meeting room integrations, space refreshes).
Participate in workplace project planning, change management activities and cross-functional working groups to implement hybrid work and site transformation initiatives.
Assist with procurement processes for small to medium-value workplace purchases, ensuring vendor quotes, approvals, and delivery schedules are maintained.
Provide input to annual workplace budgets and forecast operational spend for supplies, catering, cleaning and minor facilities services.

Required Skills & Competencies

Hard Skills (Technical)

Proficiency with workplace management and visitor systems (e.g., Robin, Condeco, Envoy, OfficeSpace, iLobby).
Strong Microsoft Excel skills (pivot tables, VLOOKUP/XLOOKUP, basic macros) and experience with Google Workspace for reporting and collaboration.
Familiarity with workplace analytics and reporting tools (Power BI, Looker, Tableau) or the ability to produce actionable dashboards and operational reports.
Experience managing vendor contracts, SOWs, and basic contract negotiation for services like cleaning, catering, security and AV.
Practical knowledge of building systems and interfaces (access control, security contractors, HVAC/maintenance coordination) and how they impact office operations.
Event planning and meeting logistics expertise including AV coordination, staging, run-of-show creation and post-event evaluation.
Budget management and invoice reconciliation experience for operational spend, purchase orders and petty cash reconciliations.
Understanding of occupational health & safety standards, emergency preparedness, and ability to coordinate safety audits and drills.
Basic space planning knowledge and experience supporting moves, reconfigurations and furniture procurement processes.
Familiarity with HR processes related to onboarding/offboarding, accommodation requests and privacy/confidentiality requirements.
Comfortable using ticketing or service desk systems to track facility or workplace requests (e.g., ServiceNow, Jira Service Management).
Knowledge of sustainability best practices as they apply to office operations (recycling streams, waste reduction, energy-saving initiatives).

Soft Skills

Exceptional customer service and hospitality orientation; treats employees, visitors and leaders with professionalism and warmth.
Strong stakeholder management and interpersonal skills; can work with cross-functional partners (HR, IT, Facilities, Legal, Security).
Excellent verbal and written communication; able to produce clear workplace communications and escalate issues succinctly.
Highly organized with strong time-management and multi-tasking ability in fast-paced, ambiguous environments.
Problem-solving mindset with proactive attention to detail and a bias for operational follow-through.
Diplomacy and tact when handling sensitive situations, employee conflicts or confidential information.
Adaptability and resilience; comfortable responding to last-minute changes and urgent operational incidents.
Team-player who can coordinate external suppliers and internal colleagues to deliver seamless employee experiences.
Data-driven mindset; uses metrics and feedback to make recommendations and continuous improvements.
Customer feedback orientation: solicits, synthesizes and acts on input to improve workplace programs.

Education & Experience

Educational Background

Minimum Education:

Associate degree or equivalent work experience in operations, hospitality, facilities, or business administration.

Preferred Education:

Bachelor's degree in Business Administration, Facilities Management, Hospitality Management, Human Resources, Organizational Psychology, or related field.

Relevant Fields of Study:

Facilities Management
Hospitality Management
Business Administration
Human Resources
Event Management
Organizational Behavior

Experience Requirements

Typical Experience Range:

2–5 years in workplace services, facilities coordination, office operations, or corporate hospitality within a commercial/corporate environment.

Preferred:

3–5+ years supporting medium-to-large corporate sites or multi-site portfolios with hands-on experience in desk-booking platforms, vendor management, event delivery, and workplace analytics. Experience working with cross-functional stakeholders (HR, IT, Security) and proven ability to run day-to-day office operations with high employee satisfaction scores is strongly preferred.