Workplace Experience Coordinator

Overview & Purpose

We are a people-first company, committed to enriching the lives of our employees, customers, partners, and communities. As part of our People Success team, the Workplace Experience (WE) Coordinator plays a central role in creating a seamless, welcoming and highly functional workplace environment for our hybrid workforce.

As part of the People Success team, this role supports day-to-day office operations, employee services, and onsite experience initiatives that foster connection, productivity, and a strong sense of belonging. The WE Coordinator is an important cultural ambassador, ensuring our physical spaces reflect our values and enable employees to do their best work. This position partners closely with Talent Success (TS), IT, Payroll, and other cross-functional teams to ensure a consistent, people-centered workplace experience.

Key Responsibilities

Workplace Operations & Hospitality

• Manage daily office readiness, ensuring spaces are clean, stocked, welcoming, and operational.
• Act as the front-of-house ambassador, greeting employees and visitors warmly, providing concierge-style support, and ensuring a professional guest experience.
• Support global culture-related events and initiatives, including festivals, leadership visits, off-sites, and onsite gatherings (room setup, décor, catering, equipment, post-event logistics).
• Coordinate weekly lunches, snacks, and café services, liaising with vendors to ensure smooth delivery.
• Lead onboarding support for new Solarians, ensuring a seamless first-week experience.

Community Engagement & Wellbeing

• Support the Culture Connectors in organizing and promoting community-building events such as wellness programs, volunteer initiatives, and social gatherings.
• Serve on culture connector committees, providing logistical insights and fostering employee engagement.
• Partner with cross-functional teams to reinforce company values through physical space and events.
• Promote employee well-being through ergonomic workspace setups, wellness activities, and healthy refreshment options.
• Corporate Services & Facilities Management
• Oversee facilities operations, including workspace moves, reconfigurations, repairs, and vendor coordination.
• Maintain and improve facilities-related policies, procedures, health and safety plans, compliance standards, and inspections.
• Manage security badge/key systems and office administration back-up.
• Monitor and maintain inventory of office supplies and furniture; coordinate replenishments and storage.
• Support sustainability initiatives such as recycling programs, energy efficiency, and green office practices.

Technology & Data Reporting

• Manage workspace booking systems (hoteling, desk reservations) and occupancy tracking tools.
• Partner with IT to ensure seamless technology support in shared spaces.
• Track and report on workplace metrics (attendance, space utilization, event participation).
• Gather employee feedback to improve services and measure satisfaction.
• Identify trends and propose process improvements for efficiency and employee experience.

Logistics & Administrative Support

• Coordinate courier intake/outbound shipments, document delivery between sites, and bank-related tasks.
• Review invoices, expense reimbursements, and vendor contracts to ensure timely payment and compliance.
• Provide back-up support for trainings, seminars, travel planning, reception duties and catering coordination.
• Partner with cross-functional teams (IT, Marketing, Payroll, Janitorial Services, Vendor Management, etc.) to ensure smooth communication and execution of projects.

Safety & Compliance

• Conduct regular safety checks and ensure compliance with health and safety standards.
• Manage emergency preparedness procedures (fire drills, evacuation plans).
• Support incident reporting and escalation to ensure a safe and compliant workplace.

Skills & Qualifications

Technical & Professional

• 3–5 years of experience in the workplace experience, corporate services, or facilities management (tech or hybrid-work environments preferred).
• Bachelor’s degree required.
• Advanced proficiency in Microsoft Office Suite and workplace technology platforms.
• Strong understanding of corporate policies, procedures, and best practices.
• Experience supervising vendors and managing contracts.
• Knowledge of meeting coordination, budgeting, and cost management.

Interpersonal & Relationship Building

• Strong customer-service orientation; comfortable interacting with employees at all levels.
• Excellent organizational and time management skills; able to manage multiple tasks and shift priorities.
• High emotional intelligence with empathy, self-awareness, and conflict resolution skills.
• Ability to work independently with minimal supervision while thriving in a fast-paced, dynamic environment.
• Collaborative mindset with adaptability to change and ambiguity.

Personal Attributes

• Reliable, proactive, and resilient under pressure.
• Strong team player with a respectful communication style.
• Demonstrated problem-solving skills and ability to identify trends and develop long-term strategies.
• Ability to handle physical tasks such as lifting office supplies, setting up the event area, or moving light equipment.

Environment & Travel

• Regular walking to monitor and maintain office facilities.
• Minimal travel may be required for training, vendor coordination, and support of other sites.