Workplace Experience Coordinator - Scheduling

ONLY APPLY IF LOCATED IN - SF, CA AREAWorkplace Experience Coordinator – SchedulingPosition OverviewWe are hiring a Workplace Experience Coordinator – Scheduling to manage internal meeting bookings for our Executive Business Center (EBC) and amenity spaces. This person will handle booking requests, match meetings to appropriate rooms, resolve conflicts, and ensure rooms are prepared before meetings.The role also supports events, workplace programming, space upkeep, and backup front desk coverage. The ideal candidate is organized, detail-oriented, service-minded, and experienced in scheduling, administration, events, or workplace operations.ResponsibilitiesManage meeting-room booking requests, calendars, confirmations, cancellations, and recurring bookings.Review schedules daily and in advance to identify conflicts, room-fit issues, and missing turnover time.Coordinate with administrative teams, Facilities, AV/IT, Security, and hospitality teams.Prepare daily meeting schedules and ensure rooms are ready before meetings.Handle last-minute changes, room moves, meeting extensions, and added bookings.Serve as the primary contact for meeting hosts regarding availability, booking guidelines, and changes.Assist with event setup/breakdown, furniture and technology configuration, and workplace programming.Walk through meeting and amenity spaces, reset rooms, restock supplies, and report maintenance needs.Maintain booking records, room-usage information, and scheduling procedures.Provide backup front desk coverage, including greeting guests, issuing badges, and receiving deliveries.Qualifications2–3 years of experience in scheduling, administrative/executive support, event coordination, workplace operations, or a related field.Experience managing shared calendars, meeting rooms, or booking systems.Strong organizational, communication, and problem-solving skills.Ability to manage frequent changes and competing priorities without losing attention to detail.Comfortable working with executive assistants, administrative teams, Facilities, AV/IT, and Security.Proficiency with Google Calendar/Workspace or Outlook/Microsoft Office.Ability to work independently, identify issues proactively, and improve processes.Professional, service-oriented approach and willingness to support events and front desk coverage.Ability to lift up to 25 pounds, stand for up to three hours per day, and move throughout the workplace as needed.Preferred ExperienceCorporate office, executive briefing center, hotel, or conference-center scheduling.Executive support or experience partnering with executive assistants.Room-booking or visitor-management systems.Google Sheets/Excel tracking and process documentation.Technology or other fast-paced work environments.Front desk, reception, or hospitality experience.