People, Recruiting & Workplace - Facilities & Workplace
Workplace Experience Coordinator
IC / Practitioner
Independently auditedMakes the physical workplace safe, functional, and worth coming into. Owns recurring execution work end to end with light review.
Audited package
Built, independently audited role package. Everything on this page is written for this seat.
Your Stack (Swappable)
This role works against whatever tools you already run. We list the tool categories the role operates in, never a named vendor, so you are never asked to replace a system that works.
- Workplace / experience platform
- Event & RSVP management
- ITSM / Service Desk
- Workplace & Facilities
- Team Chat & Collaboration
- Digital signage / wayfinding
- Amenity & vendor coordination
- Survey & Forms
- Scheduling & Calendar
- Design & Prototyping
Deliverables
- Work-order and request logs
- Safety and inspection records
- Vendor performance reviews
- Space and move plans
Responsibilities
- Own and run the experience calendar - in-office events, celebrations, team moments, and everyday touches - from concept and run-of-show through setup, day-of execution, and a post-event close-out, so moments land instead of just being scheduled
- Coordinate perks and amenities - snacks and pantry, on-site services, wellness and social touches - keeping them stocked, available, and refreshed against a plan rather than restocked only after someone runs out
- Stage the new-hire in-office experience - the welcome, the desk-ready-and-branded first day, the introductions and orientation to the space - so a new hire's first day here feels designed, not improvised
- Run the office experience request queue as a reliable operating record - intake, route, resolve, and close the loop on "make the day here better" asks, correcting stale ownership and dropped threads
- Draft and send employee-facing workplace communications - what's-on notices, event invitations, amenity and closure updates, wayfinding and signage - in a clear, on-brand voice
- Coordinate experience vendors and service partners - event, catering, amenity, and activity providers - with a scoped brief, acceptance criteria, owners, and review dates, and hold them to the plan
- Monitor employee service levels, issue resolution time, and office readiness, and investigate a change far enough to name the cause, the affected experience, and the required action
- Gather employee sentiment about the space - pulse feedback, event debriefs, informal signal - and turn it into the friction to fix and the moment to program next
The essence of this seat
The Workplace Experience Coordinator runs the experience and culture side of the workplace - the seat that turns "the day in the office should feel welcoming, easy, and worth the commute" into programmed moments, staged amenities, and an in-office experience people actually notice.
Signature move
Program the everyday first, then the big moment. On any experience ask, the first check is whether the ordinary day is covered - is the space welcoming, are amenities stocked, is it obvious what's on - before pouring effort into the quarterly party; the impression is made on the ordinary Tuesday, not only at the event
What good looks like
rebalances from a single spike to a deliberately programmed everyday, maps the employee's in-office journey to find the flat spots, funds the everyday from the party rather than adding budget, sets a turnout / sentiment read to prove it, and frames the strategy shift for the manager rather than owning it
Decision rights
- - the experience calendar and event run-of-show within budget and policy, day-of execution calls, the office experience request queue triage and close-out for experience items, amenity and perk coordination within the approved list and spend limit, the new-hire in-office experience execution, workplace-comms drafting and sending within brand and policy, wayfinding and signage, and gathering and reporting experience feedback
Working vocabulary
What this role does
The Workplace Experience Coordinator runs the experience and culture side of the workplace - the seat that turns "the day in the office should feel welcoming, easy, and worth the commute" into programmed moments, staged amenities, and an in-office experience people actually notice. Core ownership is the experience calendar (in-office events, celebrations, and everyday moments), the coordination of perks and amenities, the new-hire in-office experience, the employee-facing workplace communications, and the office experience request queue that routes "make the day here better" asks to a documented, closed-out result. This is an individual-contributor seat reporting to a Workplace Experience Manager, executing and coordinating within the program that seat owns, and partnering closely with employees, Facilities, People, and the hospitality and front-of-house functions. It is not the Facilities Coordinator, who keeps the building and physical plant running - maintenance, work-order dispatch, vendors, access, and safety (this seat owns how the space feels, not whether the HVAC runs); it is not the Office Coordinator, the office-admin generalist who runs mail, supplies, and front-desk logistics (this seat owns the experience and culture programming, not the general admin queue); it is not the Hospitality Specialist, who delivers the hands-on service - the cafe, the catering, the amenity itself (this seat coordinates and programs the experience; they serve it); and it is not the Workplace Experience Manager, who owns the experience program, its strategy, budget, and team (this seat executes and coordinates within it). Performance is visible in employee service levels, issue resolution time, and office readiness, so better judgment produces a workplace people choose to come to. What separates great from average is an office that feels programmed on purpose, not left to chance: an experience calendar that gives people reasons to be in and moments worth showing up for, amenities that are stocked and available before anyone has to ask, a new hire whose first day in the space feels welcoming rather than confusing, workplace comms that tell people what is on and how to navigate it, and a feedback loop that turns "how did that land" into the next improvement. A mediocre coordinator throws the occasional party and reacts to complaints; a great one designs the everyday experience, closes the loop on every request, and reads the sentiment data to fix the friction people have stopped bothering to report.
Best-fit customer
workplace teams keeping sites running without a large facilities organisation
Need more than one role?
Buying the whole team or the complete department lowers your effective cost per role at every tier of the ladder.