Workplace Experience Coordinator

The Workplace Experience Specialist reports to the Manager of People Systems and Operations and is responsible for creating a positive and well-supported office environment for our teams in Mexico. In this role, you’ll be the face of the workplace; supporting employees and visitors and ensuring efficient office operations. You’ll also support onboarding and offboarding processes, managing invoices, and vendor relationships. The ideal candidate is detail-oriented, a proactive problem solver, and committed to ensuring an excellent experience for our Mexico team.

How you'll add value:

Office Management & Operations

- Monitor and maintain inventory of office supplies and place orders as needed

- Oversee maintenance and functionality of office equipment and facilities

- Liaise with building management, service vendors, and suppliers to coordinate office needs

- Ensure common areas (e.g., kitchen, meeting rooms) remain tidy, organized, and fully stocked

Administrative Support

- Assist in managing schedules, calendars, and meeting coordination for leadership and team members

- Provide travel booking assistance, including flights, lodging, and itineraries, when needed

- Support day-to-day administrative tasks, employee onboarding tasks, and special projects

- Coordinate incoming mail and assign to appropriate groups for review

Reception & Front Desk Duties

- Welcome and assist office guests and visitors, providing a warm and professional first impression

- Answer and route incoming calls and handle general inquiries

- Manage incoming and outgoing mail, deliveries, and shipments

Event & Culture Coordination

- Organize and execute internal team events, office celebrations, and team-building activities

- Coordinate logistics for meetings, including room booking, refreshments, and materials

- Assist in initiatives that promote a positive, engaging, and inclusive office culture

Recordkeeping & Documentation

- Maintain accurate records, including invoices, receipts, and office logs

- Processing incoming mail by scanning and sending to the appropriate department

- Support expense reporting and document filing

Team & Leadership Support

- Provide general assistance to colleagues and leadership across departments

- Proactively identify ways to improve processes and enhance office efficiency

What you'll need to be successful in this role:

- Minimum 2 years of experience in office coordination, administration, or a related role

- Exceptional organizational and time-management skills

- Clear, professional communication skills, both written and verbal

- Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook)

- Comfortable learning and using office management platforms or tools

- Comfortable using AI to automate and optimize daily workflows, with accountability for the final result

- Friendly, approachable demeanor with a proactive, positive, can-do attitude

- Ability to maintain confidentiality and professionalism

Work Environment & Expectations

This is an in-office role based in one of our office locations. Whether this role is part-time or full-time, this position is integral to the daily functioning of the office and the experience of our team and visitors. Work is primarily performed in a professional office environment, with regular interaction with employees, visitors, vendors, and service providers. The position routinely involves working at a desk, using a computer, telephone, printer, copier, and other standard office equipment. The position also may work in a reception or shared workspace where interruptions, visitor traffic, and changing priorities are common. The role requires the ability to manage multiple tasks, respond to time-sensitive requests, and maintain professionalism in a fast-paced environment. Occasional early-morning, evening, or additional in-office availability may be required for meetings, events, deliveries, or office-related projects.

In terms of physical requirements, this position will require:

- Ability to remain in a stationary position for portions of the workday while performing computer-based and administrative tasks.

- Ability to move throughout the office to greet employees and visitors, deliver materials, access office equipment, manage supplies, and support meetings or events.

- Ability to operate a computer and other standard office equipment for extended periods.

- Ability to communicate and exchange accurate information with employees, visitors, vendors, and other business contacts in person, by telephone, and through electronic communication.

- Ability to occasionally bend, reach, kneel, or climb stairs while organizing supplies, tidying common areas, preparing meeting rooms, or completing other office-related duties.

- Ability to occasionally lift, carry, push, or move office supplies, packages, and equipment weighing up to 20–25 pounds.

- Ability to perform the essential functions of the position with or without reasonable accommodation.