Job Summary
We are looking for a personable, organized, and proactive Workplace Coordinator to join our team. This role keeps our office running smoothly and centers on a few key areas: coordinating recruiting through our applicant tracking system, procuring assets and equipment through our purchasing process, keeping our office clean and organized, supporting tradeshow preparation and logistics, and organizing company outings and offsite events. The ideal candidate is detail-oriented, resourceful, and comfortable wearing multiple hats in a fast-paced environment.
Responsibilities
Recruiting Coordination
- Manage recruiting for open positions across the company using our applicant tracking system (ATS)
- Process and screen incoming applicants, moving candidates through each stage of the pipeline
- Build shortlists of qualified candidates for review
- Schedule and book interview times between candidates and hiring managers
- Keep candidate records and recruiting status accurate and up to date
Procurement & Asset Management
- Procure assets such as hardware, laptops, and equipment for the office and for individual employees
- Follow our internal procurement process for all purchases
- Maintain accurate record-keeping sheets for purchases, assets, and inventory
- Work with suppliers and vendors to source items and support team needs
- Manage office supplies inventory and place orders as needed
Facilities & Office Management
- Keep the office tidy, organized, and clean
- Design and improve office organization systems
- Work with vendors to maintain and improve the office environment
- Manage our relationship with the cleaning vendor and coordinate cleaning services
- Coordinate facilities maintenance, repairs, and upgrades
- Pick up packages and shipments from our DHL and FedEx locations, and run occasional errands
Tradeshow Preparation & Logistics
- Help prepare for tradeshows and events, including coordinating materials, booth supplies, and giveaways
- Organize shipping and logistics for event equipment to and from venues
- Track inventory of tradeshow assets and ensure everything is packed, accounted for, and returned
- Coordinate with vendors and internal teams on event timelines and requirements
Events & Team Offsites
- Organize office outings and team-building events
- Plan and coordinate team-building offsites, including venue, travel, and logistics
- Coordinate quarterly strategic planning offsites for leadership and teams
- Manage event budgets, vendors, and scheduling end to end
General Support
- Answer phones promptly and direct calls efficiently
- Support calendar scheduling, appointment setting, and general correspondence
- Provide excellent support to internal teams and external visitors
Qualifications
- Proven administrative or office experience with strong clerical skills
- Proficiency in Google Workspace and Slack
- Experience with applicant tracking systems or HR/recruiting coordination is a strong plus
- Excellent organizational skills and ability to prioritize effectively
- Comfortable managing vendor relationships and following a procurement process
- Strong phone etiquette and attention to detail
- Reliable, self-motivated, and comfortable working independently
- Previous experience as a receptionist or personal assistant is advantageous but not required
Job Details
- Job Type: Full-time
- Work Location: In person
Pay: $60,000.00-$70,000.00 per year
Benefits:
- Casual dress
- Dental care
- Disability insurance
- On-site parking
Work Location: In person
