Part-time Workplace Experience Coordinator role based on-site in Chicago, working Tuesdays to Thursdays 8:00 AM to 2:00 PM (18 hours/week). Responsible for managing day-to-day office operations including supply ordering, vendor liaison, office maintenance, mail handling, and event coordination. Acts as primary on-site contact for employees, visitors, and vendors, ensuring a welcoming and organized workplace. Requires prior experience in office administration, hospitality, or similar customer-facing roles, proficiency with Microsoft Office or Google Workspace, and strong communication skills. Benefits include paid time off, healthcare, 401K matching, wellness and learning reimbursements, and volunteer opportunities.
What you'll do
Manage the day-to-day operations of the Chicago office, ensuring a safe, organized, and efficient workplace
Order and maintain office, kitchen, pantry, and hospitality supplies, ensuring the office is fully stocked and presented to a high standard
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Coordinate grocery orders, catering, snacks, beverages, and refreshments for employees, meetings, and events
Maintain office supplies, equipment, and inventory, coordinating purchases and replenishment as needed
Liaise with vendors, service providers, and building management to ensure the office is well maintained
Conduct regular office walkthroughs to ensure workspaces, kitchens, and common areas are clean, organized, and functioning effectively
Handle incoming and outgoing mail, deliveries, and general office logistics
Serve as the first point of contact for employees, visitors, and vendors, creating a warm, welcoming, and professional office environment
Prepare meeting rooms and shared spaces for meetings and events
Support internal meetings and contribute to the smooth day-to-day running of the office
Support employee engagement activities, celebrations, and workplace initiatives
Assist with the planning and execution of customer visits and company events in partnership with the global Workplace Experience team
Support the onboarding experience for new employees by preparing necessary welcome materials
Requirements
Previous experience in office administration, workplace operations, hospitality, reception, facilities coordination, or a similar customer-facing role
Experience working with vendors and external service providers is an advantage
Comfortable managing office supplies, inventory, purchasing, and day-to-day office operations
Experience supporting employees, visitors, and guests in a professional environment
Proficiency with Microsoft Office or Google Workspace
Experience with Slack or similar collaboration tools is a plus
Strong written and verbal communication skills in English
Tech stack
Microsoft OfficeGoogle WorkspaceSlack
Benefits
Five weeks paid time off (PTO), 11 company paid holidays, unlimited sick daysGenerous healthcare packages & mental health benefits401K plus matching & equity grants for all new SmartliesWellness benefit & learning reimbursement opportunitiesVolunteer time off days & company donation matching opportunities
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