Workplace Experience & Office Services Coordinator

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Workplace Experience & Office Services Coordinator

Posted 3 weeks ago

About the job

Hillspire, LLC manages family office activities and supports philanthropic initiatives focused on ocean health, science, and social impact. The Community Intern role involves event planning, logistics, and collaboration to support various programs and initiatives.

Requirements

  • Strong communication skills
  • Attention to detail
  • Organizational skills
  • Collaborative attitude
  • Adaptability

Qualifications

  • Current student or recent graduate
  • Experience in event coordination
  • Proficient with project management tools
  • Flexibility to travel domestically

Full job description

Hillspire, LLC, is an integrated family office management company that serves the business and philanthropic activities of Eric and Wendy Schmidt and their family and supports more than 700 employees worldwide. Hillspire provides legal, finance, accounting, facilities and real estate, human resources, and information technology services to the organization.

Eric and Wendy Schmidt have created a number of philanthropic organizations and initiatives that work toward a healthy, resilient, secure world for all. These philanthropic organizations include:

The Schmidt Family Foundation works to restore a balanced relationship between people and planet. It has two grant-making and investment programs: The 11th Hour Project, which works to create a world with fresh air, clean water and healthy food for all people; and Schmidt Marine Technology Partners, which supports scientists, engineers and entrepreneurs in developing technologies that restore ocean health.

Schmidt Ocean Institute is a virtual institute that operates the research vessel Falkor (too). The ship and its assets are available at no cost to scientists worldwide working to explore, discover and understand the ocean. Schmidt Ocean catalyzes ocean exploration and research and educates and engages the public to inform the wise stewardship of the planet.

Schmidt Sciences works to deepen human understanding of the natural world and develop solutions to global issues with science and technology. The core focus areas of the organization include: AI and advanced computing, astrophysics and space, biosciences, climate and cross-science programs.

11th Hour Racing works with the sailing community and maritime industry to advance solutions and practices that protect and restore the health of the ocean.

Agog is a groundbreaking initiative at the intersection of technology, communications and social impact. The organization helps creators and nonprofit leaders harness the power of extended reality (XR) technologies to spur positive social transformation, opening new avenues for empathy, understanding and activism. 

The Schmidt Initiative for Long Covid advances clinical care for Long Covid patients globally. The organization works to raise the level of Long Covid care and understanding around the world by connecting specialists and primary care providers to support patients and share knowledge virtually, in real time. 

Remain is a charitable organization that supports the economic, social and environmental vitality of Nantucket.

The Workplace Experience & Office Services Coordinator combines three functions in one role: day porter / office upkeep, administrative support to the Office Coordinator, and employee experience & office events support. This person keeps the Hillspire floors on Sunset Blvd cleaned, well-stocked, and running efficiently day to day; supports front-of-house and administrative office operations; and helps plan and execute internal events and employee-experience initiatives. Candidate will provide attentive customer service to employees, guests, vendors, and the maintenance/building team, and report any safety or maintenance hazards to the Office Coordinator or Building Engineer.


Key Responsibilities

•    Check bathroom supplies and stock accordingly; fill bathroom baskets and feminine products
•    Stock refrigerator, snacks, and teas
•    Wipe tables (kitchen, dining area, conference rooms) and clean kitchen cabinets and utensils
•    Check desks for cups/plates; remove and clean them
•    Prepare chairs for the next day
•    Run dishwasher multiple times a day; wash coffee equipment; clean dishwasher filter and sinks
•    Wash Dishes
•    Sweep kitchen, closets, and copy room; dust countertops (copy room, lobby, conference rooms)
•    Clean windows/glass in conference rooms, desks (lamps and desk feet), and refrigerator
•    Wash and change snack containers (twice per month); wash coasters and tea kettle
•    Clean inside of cabinets; clean doorways and white walls
•    Assist with trash removal and manage compost/recycle options
•    Assist with deliveries and package handling; manage incoming/outgoing mail
•    Set up and break down conference rooms and event spaces (furniture, AV, catering) as needed
•    Conduct daily walkthroughs to ensure office is guest-ready and presentable
•    Report any maintenance or safety issues to the Property Manager or Building Engineer

Administrative Support to the Office Coordinator

  • Order and track office and pantry supplies and inventory (beyond daily stocking)
  • Support new hire onboarding logistics: desk setup, badge/access requests, welcome kits
  • Assist with office moves, seating changes, and space planning
  • Support scheduling, calendar coordination, and meeting room bookings
  • Assist with processing invoices, purchase orders, and expense tracking for office operations
  • Provide backup front-desk/reception coverage: greeting visitors, answering phones, issuing badges
  • Maintain office documentation (seating charts, emergency contact lists, vendor contracts)
  • Liaise with building management/security on access, parking, and facility requests

Employee Experience & Office Events

•    Plan, set up, and support internal events (happy hours, town halls, holidays, celebrations, wellness activities)
•    Help execute employee engagement initiatives (recognition programs, surveys, office traditions)
•    Support catering orders and manage event budgets with the Office Coordinator
•    Decorate and maintain office spaces for seasonal and cultural events
•    Gather employee feedback on workplace experience and relay suggestions to leadership
•    Support internal communications about office happenings (announcements, signage)
•    Help welcome new hires into the culture (welcome lunches, buddy-pairing logistics, swag)
•    Other duties as assigned

Knowledge, Skills and Abilities

•    Knowledge of cleaning techniques and practices in high-end commercial offices
•    Ability to maintain a high level of discretion and confidentiality
•    Ability to communicate clearly and professionally with employees, guests, and vendors
•    Knowledge of basic computer/office tools (e.g., Timesheets, expense reports, Trinet, Microsoft Office/Google Workspace)
•    Familiarity with office management or event/task-tracking tools (e.g., Asana, Slack) preferred
•    Ability to collaborate with others and get along with multiple personalities
•    Strong organizational skills; ability to multitask and shift between physical, administrative, and event-related tasks throughout the day
•    Ability to assist employees and visitors with directions or questions
•    Maintain a positive, professional, and service-oriented manner with employees and guests

Education and Experience

•   3 years of experience in office services, facilities, hospitality, or workplace coordination; commercial office day porter experience a plus
•    Experience supporting office administration or employee events preferred


This is a non-exempt position 

Hillspire, LLC is an equal opportunity employer and we strive to create an atmosphere where diversity of identity, experience, and background are welcomed, valued, and supported.

We believe that diversity brings about greater results on all levels and we aim to use our resources to generate greater impact through our work. Candidates who contribute to this diversity are strongly encouraged to apply.

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