Office Experience Coordinator

About The Role

Pixi is looking for a polished, proactive and highly organized Office Experience Coordinator to be the face of our office and the go-to person for day-to-day workplace support. This role combines front desk reception, office coordination, basic administrative support and workplace/facilities oversight.

Key Responsibilities

• Serve as the first point of contact for employees, candidates, clients, vendors, and guests.
• Greet visitors in a professional and welcoming manner.
• Answer, screen, and route incoming phone calls and messages.
• Manage front desk coverage and maintain a positive office experience for anyone entering the space.
• Handle incoming and outgoing mail, packages, deliveries, and courier requests.
• Support communication across teams for office updates, visitors, deliveries, repairs, and day-to-day workplace needs.
• Maintain a clean, organized, professional, and fully functional office environment.
• Ensure the reception area, conference rooms, kitchen, common areas, and workspaces are presentable and ready for use.
• Monitor office equipment and shared spaces, including printers, phones, Wi-Fi, kitchen appliances, coffee stations, lighting, and meeting room setup.
• Identify workplace issues quickly and coordinate repairs or service requests with vendors, building management, or internal teams.
• Manage office supply inventory and place orders as needed.
• Keep snacks, beverages, pantry items, coffee, and fridges stocked and organized.
• Clock in and out, clock others in and out, and manage timekeeping.
• Coordinate with cleaning services, maintenance vendors, building management, and other outside partners.
• Help maintain workplace standards, office procedures, and day-to-day operational readiness.
• Provide basic administrative support including scheduling, calendar coordination, meeting setup, document preparation, and data entry.
• Aid in team meetings, internal events, lunches, and office-wide activities.
• Assist with onboarding logistics such as desk setup, welcome materials, badges, and new hire readiness.
• Track office-related orders, invoices, receipts, and vendor information.
• Maintain office contact lists, seating charts, supply records, and other administrative materials.
• Handle confidential information with discretion and professionalism.

Qualifications

• 2+ years of experience in office coordination, front desk, receptionist, workplace experience, hospitality, or administrative support.
• Excellent verbal and written communication skills.
• Strong interpersonal skills with the ability to work effectively across teams and with external visitors.
• Highly organized with strong attention to detail and follow-through.
• Proactive, resourceful, and comfortable solving problems independently.
• Strong service mindset and professional presence.
• Ability to manage multiple priorities in a fast-paced office environment.
• Proficiency with Google Workspace or Microsoft Office, Slack, Zoom, and basic office equipment.
• Must be able to work on-site during regular business hours.

Preferred Qualifications

• Experience supporting a busy corporate office or headquarters environment.
• Experience with vendor coordination, facilities support, or workplace operations.
• Experience planning or supporting team events and meetings.
• Familiarity with basic expense tracking, invoice processing, or purchasing.

What Success Looks Like

• Visitors and callers are handled promptly, professionally, and warmly.
• The office is consistently clean, stocked, organized, and ready for the day.
• Workplace issues are noticed early and resolved quickly.
• Employees feel supported and know who to go to for office-related needs.
• Conference rooms, kitchen areas, supplies, snacks, and fridges are consistently maintained.
• The overall office experience reflects a high standard of professionalism and care.

Physical Requirements

• Ability to sit, stand, walk, and move around the office regularly throughout the day.
• Ability to lift and carry office supplies, packages, and pantry items up to 25 pounds.