Workplace Experience Coordinator - Front Reception

Title — Workplace Experience Coordinator - Front Reception
Work Type: Onsite — 5 days/week, full-time
Hours: 8:00 AM – 4:30 PM, with 30-minute lunch
Location: San Francisco office
Duration: One-year contract
Extension/Conversion: Potential to extend
 
Interview Process:
Number of Rounds: 3, 30 minutes each
Round 1 — Google Meet
Round 2 — Google Meet
Final Round — Onsite
 
Role Character:

• Hospitality-forward — classic receptionist feel.
• Acts as a "traffic controller" — manages a high-volume, sometimes chaotic front-of-house environment.
• Polished, but able to be directive when needed.
• Works closely with Security and Facilities teams.
• GTM (Go-to-Market) teams bring in a high volume of guests — role needs to support that flow.
• Looking for a seasoned candidate. 

Required Skills:

• Strong knowledge and hands-on use of Google Calendar and Slack.

Workplace Experience Coordinator - Front Reception:
We are hiring a Workplace Experience Coordinator - Front Reception - to join as the first point of contact for guests, visitors, and employees arriving at our headquarters. Based at the front desk of our Executive Business Center (EBC), you will greet and check in every guest, direct the flow of visitors, deliveries, and meeting traffic throughout the day, and make sure everyone who walks in feels expected and well cared for. From that home base you will also support the broader hospitality team with scheduling, space upkeep, event setup, and programming across the EBC and Wellness Center. The ideal candidate has front desk, reception, or hospitality experience, is comfortable staying calm and organized when several people need something at once, and brings genuine warmth and attention to detail to a busy, visitor-facing role.
 
Responsibilities:

• Front Reception: Staff the EBC front desk as the primary point of contact for guests and visitors. Greet and check in arrivals, issue visitor badges, notify hosts, and escort or direct guests to the right meeting room, restroom, or amenity space
• Traffic Coordination: Manage the day-to-day flow of the space: track who is expected and when, keep arrivals moving during back-to-back meetings, receive and route deliveries and packages, field front desk phone and email inquiries, and flag anything unusual to the Workplace Experience Lead or Security
• Guest Support: Anticipate and take care of guests throughout their visit: offer beverages, provide directions and local recommendations, help with Wi-Fi and other basic needs, and check in on meetings in progress so guests are comfortable from arrival to departure
• Scheduling Support: Assist with scheduling coordination for business meetings and events, working closely with the Workplace Experience Lead and Administrative teams to help resolve conflicts and keep the day's calendar running smoothly
• Space & Facility Upkeep: Perform regular walk-throughs of the reception area, meeting rooms, and amenity spaces between visits, resetting rooms, restocking supplies, and partnering with the Facilities team on cleanliness and maintenance needs as they come up
• Event Support: Assist with room setup and breakdown according to specifications, ensuring all technology, furniture, and amenities are properly configured
• Program Assistance: Support Experience Enrichment programming by helping with classroom setup, registration, and check-in
• Administrative Support: Keep the visitor log and daily front desk notes current, and help the Workplace Experience Lead organize information for monthly reports

Physical Requirements:

• This is an on-site, front-of-house role. Candidates must be able to:
• Lift and carry up to 25 pounds repeatedly throughout a shift (e.g., packages, cases of beverages, chairs, and event supplies)
• Remain on your feet for at least 3 hours per day while greeting guests, escorting visitors, and resetting spaces
• Move throughout the building regularly, including walking between the front desk, meeting rooms, and amenity spaces

You may be a good fit if you:

• Have 2-3 years of experience at a front desk, reception, concierge, or similar guest-facing role in workplace operations, hospitality, or customer service
• Enjoy being the first face people see and take pride in warm, consistent service that reflects company values
• Stay calm and organized when several guests, calls, and deliveries arrive at once, and can prioritize on the fly without letting anything drop
• Interact professionally and discreetly with executives, VIP guests, vendors, and employees
• Are dependable about desk coverage: reliably present during coverage hours and proactive about coordinating breaks and handoffs
• Communicate clearly, in writing and in person, with hosts, Security, Facilities, and the Workplace Experience Lead, and know when to escalate
• Take ownership of the reception area and assigned spaces, follow checklists and procedures carefully, and notice small setup or maintenance issues before guests do
• Can autonomously complete large portions of work scoped by others, and show initiative in solving issues and recommending improvements
• Have experience with visitor management or badging systems, basic scheduling software, and Microsoft Office or Google Workspace
• Meet the physical requirements above, including repeatedly lifting 25 pounds and being on your feet at least 3 hours a day 

Strong candidates may also:

• Have experience at the front desk of a corporate office, hotel, executive briefing center, or event venue
• Have worked with security or visitor management teams on check-in and badging procedures
• Hold relevant certifications or coursework in hospitality, customer service, or related fields
• Have experience in technology companies or fast-paced environments
• Possess basic knowledge of wellness programs or employee amenities
• Show interest in learning about art, culture, and storytelling in workplace environments