Workplace Experience Coordinator

Workplace Experience Coordinator

Pay Range: $20.95 - $26.40 per hour

Position Profile

The Workplace Experience Coordinator is responsible for the day-to-day management of an onsite workplace services operation and serves as the primary point of contact for customers, vendors, and internal stakeholders. This role combines administrative coordination, customer service, workplace operations, and event planning responsibilities to ensure a seamless employee and client experience.

The ideal candidate is a proactive and detail-oriented professional with experience coordinating meetings and events, working with vendors, supporting administrative teams, and managing multiple priorities in a fast-paced environment. The Site Coordinator will regularly collaborate with administrators, participate in planning meetings, coordinate logistics, and support the successful execution of workplace initiatives and large-scale events.

This is a hands-on, physically active role that requires both office-based coordination and onsite support. The Site Coordinator will assist with setting up and coordinating meetings, conferences, and company events while ensuring contracted office services are delivered efficiently and in accordance with service level expectations.

Job Duties and Responsibilities

• Oversee the daily operations of a mailroom, copy center, scanning facility, or other workplace services functions.
• Coordinate onsite meetings, conferences, town halls, and special events from planning through execution.
• Work closely with administrative teams and business leaders to schedule meetings and support workplace initiatives.
• Participate in planning meetings and collaborate with stakeholders to ensure successful event execution and customer satisfaction.
• Coordinate with vendors, facilities teams, and building occupants to support workplace operations and event logistics.
• Provide exceptional customer service and maintain formal daily contact with customer representatives.
• Demonstrate leadership, initiative, and proactive problem-solving to address operational needs and improve service delivery.
• Assist with event setup, breakdown, room configurations, and other physical event-support activities.
• Operate office equipment, including PCs, copiers, multifunction devices, imaging equipment, and mail-processing equipment.
• May be responsible for courier services, reception services, switchboard operations, shipping and receiving functions, and mail delivery and processing.
• Implement and support Ricoh Service Excellence Programs.
• Understand and operate required equipment and software efficiently to achieve service level agreements.
• Help achieve profitability goals through effective utilization of company materials and supplies.
• Create and complete work orders, monitor contractors, conduct inspections, and report facility-related issues as needed.
• Manage office supply inventory and reorder supplies when necessary.
• Coordinate conference room scheduling and audiovisual (A/V) equipment resources.
• Maintain positive working relationships with customers, vendors, and internal teams through professional communication.
• Collect operational data and provide reporting support to leadership and customers, including monthly reporting activities.
• Ensure all financial and operational responsibilities are completed accurately and on time.
• Perform additional duties as assigned.

Qualifications (Education, Experience, and Certifications)

Required Qualifications

• High school diploma or GED required.
• Minimum of 1 year of experience in a related business, customer service, administrative, or technical environment.
• Minimum of 1 year of customer-facing experience.
• Demonstrated knowledge and comfort working with technology and office systems.

Preferred Qualifications

• Experience coordinating corporate meetings, conferences, workplace events, or employee programs.
• Experience working directly with external vendors and service providers.
• Experience supporting office operations, workplace services, or administrative functions.
• Demonstrated ability to lead projects, prioritize competing responsibilities, and work independently.
• Experience scheduling meetings and coordinating calendars with administrative teams or business leaders.

Knowledge, Skills, and Abilities

• Strong customer service and relationship-building skills.
• Excellent organization and time-management abilities.
• Proactive approach to problem-solving and issue resolution.
• Demonstrated leadership skills and ability to take initiative.
• Ability to manage multiple projects and priorities simultaneously.
• Ability to present information to small groups.
• Moderate problem-solving and decision-making skills.
• Basic technical aptitude and willingness to learn new systems and equipment.
• Strong written and verbal communication skills.
• Ability to work effectively with customers, vendors, facilities teams, and internal stakeholders.

Working Conditions, Mental and Physical Demands

• Professional office environment with adequate lighting, ventilation, and normal temperature and noise levels.
• Work assignments are varied and require the ability to interpret, comprehend, and apply complex information and instructions.
• Regular interaction with customers, vendors, administrative teams, and workplace stakeholders.
• Physical activity is required, including walking, standing, bending, reaching, lifting, carrying, and setting up materials or equipment for meetings and events.
• Ability to lift and carry up to 50 pounds as needed.
• Moderate manual dexterity and regular use of office equipment, keyboards, calculators, and other workplace tools.
• Ability to transition between administrative responsibilities and hands-on operational support throughout the workday.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties, skills, efforts, or working conditions associated with the role.