Workplace Experience Coordinator

We’re looking for a proactive, detail-oriented Workplace Experience Coordinator to join our team onsite and take ownership of our office’s daily operations. This role blends administrative support, facilities management, health & safety, and people experience to ensure a seamless, welcoming, and functional environment for employees and visitors alike.

Duties and Responsibilities:

Administrative Support

• Manage internal calendars, conference room bookings, and meeting logistics.
• Handle purchases and restocking of uniforms, goodies, office, and kitchen supplies.
• Assist with onboarding logistics and desk setups for new hires.
• Track and organize company documents, deliveries, and vendor records.
• Oversees telephone services, email correspondence, and mail distribution. Manage incoming and outgoing correspondence, including emails, faxes, mail, and packages.
• Answer phone calls and transfer callers as appropriate in a professional manner.
• Support ad-hoc administrative tasks as needed (e.g., expense reporting, coordinating appointments, etc.).

Health & Security

• Monitor and ensure compliance with health and safety regulations in the workplace.
• Regularly check fire extinguisher expiration dates and first aid supplies.
• Coordinate routine inspections and maintenance of emergency and safety systems.
• Report and follow up on safety issues or building incidents.
• Oversee office access control, visitor sign-in, and building security protocols.

Office & Facilities Operations

• Oversee daily office needs: kitchen upkeep, cleanliness, and meeting room readiness.
• Coordinate maintenance and repairs for internet services, air conditioners, and appliances.
• Serve as the main contact for facility-related vendors and service providers.
• Maintain inventory of essential supplies and place timely orders.
• Address general building issues (e.g., lighting, plumbing, workspace setup).

People Experience & Front Desk

• Welcome and assist employees, guests, and clients at the front desk with professionalism.
• Ensure a positive, comfortable, and organized office environment.
• Support and help execute in-house events, team activities, and celebrations.
• Assist with internal communication around office happenings or policy updates.
• Manage inquiries received from the technical support ticketing system.
• Able to create and share innovative ideas for the company's agility.
• Create a warm, inclusive, and helpful presence as the first point of contact for the office.

Knowledge

• Strong proofreading and redaction skills.
• Strong grammar and punctuation knowledge in English and Spanish.
• Able to translate documentation from English to Spanish and vice versa.
• Experience in processing and reporting on office expenses.
• Experience in client relationships and customer service.
• Hands-on experience with MS Office Suite (particularly MS Word, MS PPT, and MS Excel).
• Highly organized and able to create an organized and easy-to-follow system for others.
• Ability to handle duties simultaneously.
• Independently motivated. Able to take on tasks and duties without immediate direction.
  
• Able to organize, coordinate, create, and attend internal and external activities.
• Experience working with web-based collaborative platforms such as SharePoint.

Required Attributes

• Strong service orientation with a professional, welcoming demeanor.
• Bilingual: fluent in both English and Spanish (written and verbal).
• Excellent communication skills with a proactive, solution-focused mindset.
• Highly organized with strong time management and attention to detail.
• Demonstrated accountability and ownership of tasks and outcomes.
• Able to work independently and collaboratively in a team environment.
• Strong problem-solving skills and ability to manage competing priorities.
• Comfortable operating in a dynamic, fast-paced workplace.
• Proficient in standard office software (e.g., Google Workspace, Microsoft Office).
• Self-aware, confident, and capable of taking initiative when needed.
  

Education and Experience

The employee must hold a bachelor's degree in Business Administration and have at least five (5) years of proven working experience as an Administrative Assistant, Executive Assistant, Office Coordinator, Office Manager, or similar role.

Benefits

Health Insurance (Medical, Dental, Pharmacy, Vision)

Life Insurance

Christmas Bonus

Performance Bonus

Anniversary Day Off

PTO and Sick Leave

Retirement Plan (401K)

Continuous Education Program

Must be a US Citizen and a US Resident

The work modality is On-site (San Juan, PR)

EEO