Workplace Experience Coordinator
hace 3 días
Addison
Our Fintech client is hiring for a highly-organized, service-oriented, and proactive Workplace Experience Coordinator to serve as the operational and cultural anchor across our physical office locations, with primary responsibility for the Dallas HQ. This role owns the day-to-day workplace experience, ensuring offices operate seamlessly, reflect our client's culture of excellence, and create meaningful experiences for employees, candidates, clients, and visitors. Positioned at the intersection of People Operations, Talent Acquisition, Executive Leadership, Sales & Marketing, and IT, this role blends operational rigor with cultural execution. The ideal candidate thrives in a fast-paced, high-accountability environment, anticipates needs before they arise, executes with precision, and takes full ownership of both routine operations and special initiatives. WHAT YOU'LL BE DOING Office & Facilities Operations — Primary Ownership, Dallas HQ • Lead day-to-day office management, ensuring all foundational aspects of the workplace are proactively maintained at a high standard, • Serve as primary point of contact — warmly welcoming visitors, candidates, employees, vendors, partners, and executives, • Ensure cleanliness, organization, and overall presentation of the office at all times; identify and resolve issues before escalation, • Proactively order, stock, and maintain office supplies, kitchen inventory, perks, and workspace needs, • Identify opportunities for workplace improvements and propose cost-effective solutions, • Manage seating charts, floor plans, parking assignments, and workspace logistics with real-time accuracy, • Partner with IT to coordinate building access, credentials, and desk setups for new hires, guests, and vendors, • Own relationships with building management and core vendors, holding partners accountable to service standards, • Manage office supply and perks budget — tracking spend and identifying cost-saving opportunities, • Act as POC for deliveries, mail, and vendor coordination, • Coordinate in-office catering for key client, executive, and company meetings, • Partner with local POCs in Houston, New York, and Kuala Lumpur to ensure a consistent workplace experience with thoughtful local nuance, • Share standards, processes, and best practices to maintain brand consistency and operational alignment, • Create and maintain birthday displays and recognition boards, • Manage standardized workflows for Life Events and personal milestones across all offices, • Plan and execute thoughtful celebrations (birthdays, parenthood gifts, work anniversaries, milestone events), • Lead monthly onsite events aligned with company initiatives, • Partner with the Culture Committee and People Team to plan and execute quarterly and all-company events, • Support offsites and cross-office events with logistical precision, • Own swag sourcing, gifting, and first-week logistics for internal events, candidates, and employees, • Elevate the onsite interview experience in partnership with Talent Acquisition — candidate materials, room setup, hospitality, and executive readiness, • Coordinate travel, hotel bookings, and logistics for candidate visits and employee travel, • Serve as POC for in-office and cross-office visits, • Support executive team travel logistics with discretion and attention to detail, • Manage DocuSign workflows — routing, completion, and archiving of documents, • Support Sales and Marketing with vendor relationships, conference shipments, ordering, tracking, and event logistics, • Assist with ad-hoc conferences and sponsorship events as liaison between Sales and Marketing WHAT YOU'LL BRING • 3–6+ years of experience in office management, workplace experience, executive support, hospitality, or People Operations, • Experience in a fast-paced, high-growth, or professional services environment preferred, • Proven ability managing vendors, budgets, and cross-functional coordination, • Bachelor's degree preferred; relevant experience accepted in lieu, • Proactive ownership — anticipates needs, identifies gaps, and acts without waiting for direction, • Strong execution and follow-through — delivers quality work, meets deadlines, closes loops fully, • Exceptional attention to detail across logistics, budgets, vendor coordination, and documentation, • Clear, timely, and professional communication at all organizational levels, • Discretion and maturity when handling sensitive information, • Strong Personality – Excellent Communication Skills and a Proactive Upbeat Mindset, • Previous Office Admin, Office Coordinator, Office Manager Experience, • Prior Experience Working with Docusign, • Prior Experience in Hospitality, Travel Bookings, Meeting Planning for Executive, • Experience in Event Planning Job Overview Day-to-day duties: • Lead Day to Day Office Management, • Be the Main Welcoming POC for the Dallas HQ, • Ensure Office is consistent, stocked, proactively assist with items that come up, • POC for all Deliverys and Office Orders, • Coordinate Daily In-Office Lunch Catering, • Member of Culture Team – Maintain event, awards, Birthday, milestone, boards, • Report to Chief People Officer – Work on Projects with her, • Manage DocuSign Workflows Dexian is an Equal Opportunity Employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, or veteran status.
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