Sr Workplace Experience Coordinator - Mountain View CA

Job Summary

The Workplace Experience Sr. Coordinator provides workplace services and administrative support to increase individual well-being, personal productivity, and organizational effectiveness for a vibrant Arts Workplace Experience program. The ideal candidate will combine their passion and hands‑on experience with Music and Arts to support the day‑to‑day operations and long‑term planning of our creative spaces.

The Sr. Coordinator will be responsible for managing space and equipment inventory, coordinating maintenance and repairs, handling administrative tasks, supporting the community through communication and customer service, and contributing to the broader program's success through vendor management, marketing, and operational support. Workplace Programs offer employees unique experiences—from hobby classes to inspiring art to access to creative amenity spaces like fully equipped music practice rooms, designed to spark passion and support personal development.

• Manage and maintain accurate, up-to-date inventory and space data in the database, including promptly tagging all new equipment.
• Conduct audits and on-site visits to Bay Area spaces to verify musical inventory, ensure equipment functionality, and resolve discrepancies to support program readiness and user experience.
• Proactively monitor and ensure the optimal condition of both the physical space (submitting facilities tickets for all upkeep needs) and all music equipment.
• Lead the set‑up of new music spaces—including layout planning, equipment tracking, and deactivating music spaces.
• Manage the end‑to‑end equipment procurement process, including the generation and processing of purchase orders, coordination of deliveries and logistics.
• Handle tasks such as scheduling, approving group access requests, and supporting short‑ and long‑term Arts and Music space improvements projects from planning through execution.
• Coordinate instrument maintenance and tuning schedules to ensure all musical equipment remains in optimal condition on a regular basis.
• Manage the process of lost and found music equipment.
• Provide basic insights on space utilization based on monthly data.
• Provide high‑quality customer service through internal support channels, including a ticketing request system, scheduling tools, phone, email, and in‑person interactions in a timely manner.
• Collaborate with a volunteer network of users to support the up‑keeping and care of the arts space and instrument; contribute to the growth of the program.
• Participate in facilities operations meetings and quarterly community syncs.
• Communicate program updates and guidelines to users.
• Coordinate meetings and manage client communications with strong organization and proactive updates.
• Ability to work in a fast‑paced environment and in ambiguity; highly adaptable and flexible.
• Perform other duties as assigned.

No formal supervisory responsibilities in this position.

HS Diploma or GED required. A minimum of 2–3 years related experience (e.g. Inventory Management, Project Management, Supply Chain Logistics, Facilities Management, or Customer related roles).

None

Ability to tailor communications based on audience; strong vendor‑facing and user‑facing communication skills. Respond to common inquiries from clients, co‑workers, and/or managers. Effectively present information to an internal department and/or large groups of employees. Comfortable meeting and interacting with new people. Warm and engaging demeanor, and the ability to assess circumstances, empathize, and offer help.

Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.

Understand and carry out general instructions in standard situations. Solve problems in standard situations, which requires basic analytical skills with strong reasoning and critical thinking.

Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Strong team player;…