{"schemaVersion":"jobsearcher.job.v1","id":"2a1df57d76c0494c0e4130df","url":"https://jobsearcher.com/jobs/2a1df57d76c0494c0e4130df","canonicalUrl":"https://jobsearcher.com/jobs/2a1df57d76c0494c0e4130df","title":"Workplace Experience Coordinator - Scheduling","description":"Join a fast-paced workplace experience team as a Workplace Experience Coordinator focused on scheduling and space coordination for internal meetings, events, and shared amenity areas. In this onsite role, you will keep calendars running smoothly, help resolve booking conflicts, support room readiness, and contribute to a welcoming, well-organized office environment.ResponsibilitiesManage the booking queue for internal meetings across executive briefing and amenity spacesReview requests for timing, capacity, and room fit, then place and confirm reservationsMonitor calendars daily and ahead of time to identify overlaps, missing buffer time, and other scheduling issuesPartner with administrative teams and workplace leadership to adjust bookings, offer alternatives, and handle cancellations or recurring meetingsPrepare daily meeting schedules and coordinate setup, technology, and service needs with Facilities, AV/IT, and hospitality partnersVerify rooms are ready before meetings begin and respond quickly to same-day changesServe as the main contact for space availability, booking guidelines, and schedule updatesSupport event setup and breakdown, including furniture, technology, and amenity placementConduct walk-throughs of meeting rooms and common areas, resetting spaces and replenishing supplies as neededAssist with programming by scheduling classes and sessions and helping with setup and registrationMaintain booking records, room-use notes, and scheduling documentationProvide backup front desk coverage during breaks, lunches, and time off as neededSkills2-3 years of experience in scheduling, administrative support, executive support, event coordination, or workplace operationsStrong hands-on experience with Google Calendar and SlackAbility to manage shared calendars, room bookings, and frequent changes with accuracyExcellent organization and attention to detailClear, professional, and diplomatic communication skillsAbility to anticipate issues, prioritize effectively, and stay calm in a busy environmentComfort working with executive assistants, administrative teams, Facilities, AV/IT, and SecurityProficiency with Google Workspace or Microsoft OfficeAbility to learn room booking and visitor management tools quicklyCapability to work independently and escalate issues appropriately when neededWillingness to provide warm, professional service in a workplace hospitality settingAbility to meet the physical demands of an onsite role, including standing, moving throughout the building, and lifting up to 25 pounds as neededPreferred SkillsExperience scheduling meeting or event spaces in a corporate office, executive briefing center, hotel, or conference centerBackground supporting executives or partnering closely with executive assistantsExperience using room booking or visitor management systemsComfort building simple trackers in Sheets or ExcelExperience documenting or improving scheduling processesPrevious work in a technology company or fast-paced environmentFront desk, reception, hospitality, or guest services experienceInterest in workplace experience, service excellence, and continuous improvementHorizontal is committed to fostering an inclusive workplace where different perspectives, backgrounds, and experiences are valued. We encourage candidates who are excited about creating a respectful, equitable, and welcoming environment to apply.By applying for this position, you acknowledge and agree that Horizontal Talent may contact you regarding your application using automated technology, including phone calls, SMS/text messages, or email, which may be delivered by our virtual AI recruiter, Alex.","company":"Horizontal Talent","rawCompany":"horizontal talent","city":"Millbrae","state":"CA","isRemote":false,"isActive":false,"createdAt":"2026-08-19T12:53:34.639Z","occupations":[{"code":"13-1121.00","title":"Meeting, Convention, and Event Planners","slug":"meeting-convention-and-event-planners"},{"code":"43-6014.00","title":"Secretaries and Administrative Assistants, Except Legal, Medical, and Executive","slug":"secretaries-and-administrative-assistants-except-legal-medical-and-executive"},{"code":"43-6011.00","title":"Executive Secretaries and Executive Administrative Assistants","slug":"executive-secretaries-and-executive-administrative-assistants"}],"industries":[{"code":"551114","title":"Corporate, Subsidiary, and Regional Managing Offices","slug":"corporate-subsidiary-and-regional-managing-offices"},{"code":"561920","title":"Convention and Trade Show Organizers","slug":"convention-and-trade-show-organizers"},{"code":"561320","title":"Temporary Help Services","slug":"temporary-help-services"}],"jobPosting":{"@context":"https://schema.org","@type":"JobPosting","title":"Workplace Experience Coordinator - Scheduling","description":"Join a fast-paced workplace experience team as a Workplace Experience Coordinator focused on scheduling and space coordination for internal meetings, events, and shared amenity areas. In this onsite role, you will keep calendars running smoothly, help resolve booking conflicts, support room readiness, and contribute to a welcoming, well-organized office environment.ResponsibilitiesManage the booking queue for internal meetings across executive briefing and amenity spacesReview requests for timing, capacity, and room fit, then place and confirm reservationsMonitor calendars daily and ahead of time to identify overlaps, missing buffer time, and other scheduling issuesPartner with administrative teams and workplace leadership to adjust bookings, offer alternatives, and handle cancellations or recurring meetingsPrepare daily meeting schedules and coordinate setup, technology, and service needs with Facilities, AV/IT, and hospitality partnersVerify rooms are ready before meetings begin and respond quickly to same-day changesServe as the main contact for space availability, booking guidelines, and schedule updatesSupport event setup and breakdown, including furniture, technology, and amenity placementConduct walk-throughs of meeting rooms and common areas, resetting spaces and replenishing supplies as neededAssist with programming by scheduling classes and sessions and helping with setup and registrationMaintain booking records, room-use notes, and scheduling documentationProvide backup front desk coverage during breaks, lunches, and time off as neededSkills2-3 years of experience in scheduling, administrative support, executive support, event coordination, or workplace operationsStrong hands-on experience with Google Calendar and SlackAbility to manage shared calendars, room bookings, and frequent changes with accuracyExcellent organization and attention to detailClear, professional, and diplomatic communication skillsAbility to anticipate issues, prioritize effectively, and stay calm in a busy environmentComfort working with executive assistants, administrative teams, Facilities, AV/IT, and SecurityProficiency with Google Workspace or Microsoft OfficeAbility to learn room booking and visitor management tools quicklyCapability to work independently and escalate issues appropriately when neededWillingness to provide warm, professional service in a workplace hospitality settingAbility to meet the physical demands of an onsite role, including standing, moving throughout the building, and lifting up to 25 pounds as neededPreferred SkillsExperience scheduling meeting or event spaces in a corporate office, executive briefing center, hotel, or conference centerBackground supporting executives or partnering closely with executive assistantsExperience using room booking or visitor management systemsComfort building simple trackers in Sheets or ExcelExperience documenting or improving scheduling processesPrevious work in a technology company or fast-paced environmentFront desk, reception, hospitality, or guest services experienceInterest in workplace experience, service excellence, and continuous improvementHorizontal is committed to fostering an inclusive workplace where different perspectives, backgrounds, and experiences are valued. We encourage candidates who are excited about creating a respectful, equitable, and welcoming environment to apply.By applying for this position, you acknowledge and agree that Horizontal Talent may contact you regarding your application using automated technology, including phone calls, SMS/text messages, or email, which may be delivered by our virtual AI recruiter, Alex.","datePosted":"2026-08-19T12:53:34.639Z","dateModified":"2026-08-19T12:53:34.639Z","hiringOrganization":{"@type":"Organization","name":"Horizontal Talent","sameAs":"https://jobsearcher.com"},"jobLocation":{"@type":"Place","address":{"@type":"PostalAddress","addressLocality":"Millbrae","addressRegion":"CA","addressCountry":"US"}},"identifier":{"@type":"PropertyValue","name":"JobSearcher","value":"2a1df57d76c0494c0e4130df"},"url":"https://jobsearcher.com/jobs/2a1df57d76c0494c0e4130df"}}