Workplace Experience & Office Services Coordinator

About the Company

Hillspire, LLC, is an integrated family office management company that serves the business and philanthropic activities of Eric and Wendy Schmidt and their family, supporting more than 700 employees worldwide. Hillspire provides legal, finance, accounting, facilities and real estate, human resources, and information technology services to the organization.

Eric and Wendy Schmidt have created several philanthropic organizations and initiatives working toward a healthy, resilient, secure world for all, including:

• The Schmidt Family Foundation, which restores a balanced relationship between people and planet through two grant-making and investment programs: The 11th Hour Project (fresh air, clean water, and healthy food for all) and Schmidt Marine Technology Partners (technologies restoring ocean health).
• Schmidt Ocean Institute, a virtual institute operating the research vessel Falkor (too) to catalyze ocean exploration, research, and public engagement.
• Schmidt Sciences, which deepens human understanding of the natural world and develops solutions to global issues in AI and advanced computing, astrophysics and space, biosciences, climate, and cross-science programs.
• 11th Hour Racing, advancing ocean health solutions through the sailing community and maritime industry.
• Agog, an initiative at the intersection of technology, communications, and social impact, helping creators and nonprofit leaders use extended reality (XR) technologies for positive social transformation.
• The Schmidt Initiative for Long Covid, advancing clinical care for Long Covid patients globally by connecting specialists and primary care providers.
• Remain, a charitable organization supporting the economic, social, and environmental vitality of Nantucket.

About the Role

The Workplace Experience & Office Services Coordinator combines three functions: day porter/office upkeep, administrative support to the Office Coordinator, and employee experience & office events support. This role ensures the Hillspire floors on Sunset Blvd are cleaned, well-stocked, and running efficiently; supports front-of-house and administrative office operations; and helps plan and execute internal events and employee-experience initiatives. The candidate will provide attentive customer service to employees, guests, vendors, and the maintenance/building team, and report any safety or maintenance hazards to the Office Coordinator or Building Engineer.

Responsibilities

Day Porter / Office Upkeep

• Check bathroom supplies and stock accordingly; fill bathroom baskets and feminine products.
• Stock refrigerator, snacks, and teas.
• Wipe tables (kitchen, dining area, conference rooms) and clean kitchen cabinets and utensils.
• Check desks for cups/plates; remove and clean them.
• Prepare chairs for the next day.
• Run dishwasher multiple times a day; wash coffee equipment; clean dishwasher filter and sinks.
• Wash dishes.
• Sweep kitchen, closets, and copy room; dust countertops (copy room, lobby, conference rooms).
• Clean windows/glass in conference rooms, desks (lamps and desk feet), and refrigerator.
• Wash and change snack containers (twice per month); wash coasters and tea kettle.
• Clean inside of cabinets; clean doorways and white walls.
• Assist with trash removal and manage compost/recycle options.
• Assist with deliveries and package handling; manage incoming/outgoing mail.
• Set up and break down conference rooms and event spaces (furniture, AV, catering) as needed.
• Conduct daily walkthroughs to ensure the office is guest-ready and presentable.
• Report any maintenance or safety issues to the Property Manager or Building Engineer.

Administrative Support to the Office Coordinator

• Order and track office and pantry supplies and inventory (beyond daily stocking).
• Support new hire onboarding logistics: desk setup, badge/access requests, welcome kits.
• Assist with office moves, seating changes, and space planning.
• Support scheduling, calendar coordination, and meeting room bookings.
• Assist with processing invoices, purchase orders, and expense tracking for office operations.
• Provide backup front-desk/reception coverage: greeting visitors, answering phones, issuing badges.
• Maintain office documentation (seating charts, emergency contact lists, vendor contracts).
• Liaise with building management/security on access, parking, and facility requests.

Employee Experience & Office Events

• Plan, set up, and support internal events (happy hours, town halls, holidays, celebrations, wellness activities).
• Help execute employee engagement initiatives (recognition programs, surveys, office traditions).
• Support catering orders and manage event budgets with the Office Coordinator.
• Decorate and maintain office spaces for seasonal and cultural events.
• Gather employee feedback on workplace experience and relay suggestions to leadership.
• Support internal communications about office happenings (announcements, signage).
• Help welcome new hires into the culture (welcome lunches, buddy-pairing logistics, swag).

Other duties as assigned.

Requirements

• 3 years of experience in office services, facilities, hospitality, or workplace coordination; commercial office day porter experience a plus.
• Experience supporting office administration or employee events preferred.

Skills

• Knowledge of cleaning techniques and practices in high-end commercial offices.
• Ability to maintain a high level of discretion and confidentiality.
• Clear and professional communication with employees, guests, and vendors.
• Proficiency with basic computer/office tools (e.g., Timesheets, expense reports, Trinet, Microsoft Office/Google Workspace).
• Familiarity with office management or event/task-tracking tools (e.g., Asana, Slack) preferred.
• Ability to collaborate with others and work well with multiple personalities.
• Strong organizational skills; ability to multitask and shift between physical, administrative, and event-related tasks throughout the day.
• Ability to assist employees and visitors with directions or questions.
• Maintain a positive, professional, and service-oriented manner with employees and guests.

Pay

$40 - $43 an hour. This is a non-exempt position.