Senior Workplace Coordinator

Job description

Hire Art is helping our client find a Senior Workplace Coordinator to serve as the on-site lead for their San Francisco office, keeping operations running smoothly while delivering an exceptional experience for employees and visitors alike.

In this role you'll own day-to-day workplace operations at the San Francisco location and partner closely with the Cambridge-based Office Manager to ensure consistency across both offices. You’ll manage vendors, support events and onboarding, provide administrative support, and help extend company-wide workplace programs, including AI-enabled workflows and general-purpose robots, to the San Francisco team.

We’re looking for a resourceful, hospitality-minded individual who thrives in a fast-paced startup environment, wears many hats with ease, and is excited about the future of robotics and modern workplace operations.

As a Senior Workplace Coordinator, you will:

Lead day-to-day on-site workplace operations for the San Francisco office—including front-of-house management, mail and shipping, supplies and snacks inventory, and meeting space readiness—in close partnership with the SF facilities team and the Cambridge Office Manager.

Act as the primary point of contact for San Francisco employees and visitors, resolving workplace needs and issues promptly and professionally.

Coordinate local vendors in support of workplace operations and track contracts, invoices, and service quality in partnership with the Office Manager.

Provide administrative support across the San Francisco office, including calendar coordination, travel arrangements, expense processing, and document preparation.

Work cross-functionally across Business Operations to support onboarding and offboarding logistics for San Francisco employees, including desk setup, badge access, and welcome experience.

Coordinate in-office events, team lunches, all-hands logistics, and hosting of visiting employees and leaders.

Work closely with the Cambridge-based Office Manager to ensure consistency in workplace policies, vendor standards, budgets, and employee experience across both offices.

Provide on-the-ground visibility, feedback, and local execution for company-wide workplace initiatives.

Maintain regular operating rhythms (check-ins, reporting, status updates) to ensure alignment and accountability across time zones

Identify opportunities to improve San Francisco workplace operations and partner with the Office Manager to implement them.

Adopt and promote practical uses of AI tools and general-purpose robots to streamline office workflows (e.g., booking systems, automated support, logistics assistance).

Help ensure compliance with safety, accessibility, and workplace regulations specific to the San Francisco office.

Wear many hats—comfortable shifting priorities to pitch in on ad-hoc projects that support the broader team.

Requirements

5+ years of experience in workplace coordination, office operations, executive/administrative support, or a similar role in a fast-moving organization

Demonstrated ability to manage multiple priorities simultaneously with strong organizational skills and attention to detail

Ability to lift and move objects up to 30 lbs.

Excellent written and verbal communication skills

Proficiency in Google Workspace (including Calendar, Docs, and Sheets)

Experience managing vendors and supporting workplace budgets

Comfort working across time zones and partnering closely with a remote manager

Proficiency with modern productivity and collaboration tools and comfort adopting new systems and technologies to improve efficiency

Preferred Qualifications:

Experience supporting offices in technology, robotics, AI, or other engineering-driven environments

Familiarity with AI-assisted tools, automation platforms, or smart workplace systems

Experience supporting a satellite or secondary office operating in partnership with a headquarters location

Passion for robots and creating thoughtful, future-forward workplace experience

Benefits:

Pre-tax commuter benefits

Employer (Hire Art) subsidized Healthcare Benefits

Flexible Spending Account for healthcare-related costs

Hire Art covers all costs for short- and long-term disability and life insurance

401k package

Commitment: This is a full-time, 12-month contract position staffed via Hire Art. This position will be onsite and available to candidates who are local to the San Francisco, CA area.

Hire Art values diversity and is an Equal Opportunity Employer. We are interested in every qualified candidate who is eligible to work in the United States. Unfortunately, we are not able to sponsor visas or employ corp-to-corp.