Sr. Workplace Coordinator

The Workplace Experience team powers and connects the workday for all Perplexity employees across our global offices. The team is hospitality and experience-driven, and focuses on supporting colleagues with optimism, kindness and proactive problem solving. The San Francisco office of approximately 200+ seats is located in SOMA. The SF Sr. Workplace Coordinator will be part of the global Workplace team and responsible for office operational, coordination, and administrative tasks while cultivating a beautiful, positive, and productive workplace.

Responsibilities

Keep the SF office running in partnership with the Workplace Coordinator, covering day-to-day reception, operations, vendor relationships and services, employee health and safety compliance, and facility maintenance; Create a positive workplace experience for employees, visitors, recruits, customers and vendors, keeping the office tidy, clean, organized and polished; Open and close the office daily (8:30am - 5:00pm) and be on site for special projects, maintenance or moves; Administer SF office access and visitor management, including badge setup and removal, guest registration and building-security lists, in partnership with Physical Security and IT; Manage team mail and deliveries, including large and freight deliveries; Manage inventory and order office and kitchen supplies while tracking spend within the office budget, and help remotely with supply ordering for small neighboring offices; Build relationships with building management, maintenance and cleaning staff, and external contractors and suppliers, including quality control, vendor accountability and feedback; Manage vendor and contractor paperwork and logistics, including insurance certificates, contractor access and freight elevator bookings; Help coordinate design and construction projects and act as the on-site contact; Own the SF and Palo Alto workplace ticket queue, triaging, resolving and routing requests and keeping requesters updated through close; Own SF office communications and documentation, including the office guide or wiki, Slack announcements and building notices; Organize, monitor and communicate facility and building safety preparedness to employees; Produce thoughtful and inclusive office experiences and events, aligned with the Workplace team and global strategy; Visit the Palo Alto office as needed to support on-site operations, supplies and employee requests; Help with ad-hoc projects when time allows

Requirements

5-7 years of experience working in facilities, workplace operations, office administration, or hospitality fields; Proficiency with G-Suite products or the ability to learn software quickly; Excellent organization, planning and prioritization skills; Exceptionally strong ownership and can-do attitude with an operational mindset; Comfortable working autonomously, juggling multiple tasks under tight deadlines, and switching gears quickly; Willingness to jump in where needed, picking up projects even when they land unexpectedly; Excellent written, non-verbal, and verbal communication skills; ability to work well with various personality types and be receptive to feedback; High degree of professionalism and confidentiality; Genuine passion for supporting others and a positive attitude; Capability to anticipate others' needs and act with patience, kindness, and firmness; Eye for detail regarding process, projects, space, and events; Ability to stay professional and kind when things don't go as planned, with a propensity for quick and quiet problem solving; Self-awareness and desire for feedback to adapt and grow