Workplace Experience Coordinator

We’re looking for a highly organized, service-oriented, and proactive Workplace Experience Coordinator to serve as the operational and cultural anchor across Siepe’s physical office locations – with primary responsibility for the Dallas HQ.

This role owns the day-to-day workplace experience and ensures that our offices operate seamlessly, reflect Siepe’s culture of excellence, and create meaningful experiences for employees, candidates, clients, and visitors. Positioned at the intersection of People Operations, Talent Acquisition, Executive Leadership, Sales & Marketing, and IT, this role blends operational rigor with cultural execution.

The ideal candidate thrives in a fast-paced, high-accountability environment, anticipates needs before they arise, executes with precision, and takes full ownership of both routine operations and special initiatives. This is not a reactive role – it requires proactive leadership, strong follow-through, sound judgment, and consistent execution.

What You’ll Be Doing:
Office & Facilities Operations (Primary Ownership – Dallas HQ)

• Lead the day-to-day office management operations for Dallas HQ, ensuring all foundational aspects of the workplace are proactively handled and consistently maintained at a high standard.

• Serve as the primary point of contact for the office – warmly welcoming visitors, candidates, employees, vendors, partners, and executives.

• Ensure cleanliness, organization, and overall presentation of the office at all times; identify and resolve issues before escalation.

• Proactively order, stock, and maintain office supplies, kitchen inventory, perks, and workspace needs to ensure uninterrupted operations.

• Identify opportunities for workplace improvements and propose thoughtful, cost-effective solutions.

• Manage workflow for seating charts, floor plans, parking assignments, and workspace logistics – maintaining real-time accuracy.

• Partner with IT to coordinate building access, credentials, and desk setups for new hires, guests, and vendors.

• Own relationships with building management and core vendors, holding partners accountable to service expectations and quality standards.

• Manage office supply and perks budget responsibly – tracking spend, identifying cost-saving opportunities.

• Act as POC for deliveries, mail, and vendor coordination, ensuring timely and accurate handling.

• Coordinate in-office catering for key client, executive, and company meetings with attention to quality and experience.

• Proactively research and evaluate new vendors or services that could elevate the workplace experience across all Siepe locations.

• Global Office Alignment

• Partner with local POCs in Houston, New York, and Kuala Lumpur to ensure a consistent workplace experience – same look, same feel, with thoughtful local nuance.

• Share standards, processes, and best practices to maintain brand consistency and operational alignment across offices. Provide guidance and coordination support for global workplace initiatives.

Culture & Engagement Execution

• Create and maintain updated birthday displays and recognition boards.

• Manage standardized workflow for Life Events and personal milestones across all offices to ensure timely and meaningful recognition.

• Plan and execute thoughtful celebrations (birthdays, parenthood gifts, work anniversaries, milestone events) aligned with Siepe’s culture of appreciation and internal guidelines.

• Lead monthly onsite events aligned with company initiatives.

• Partner with the Culture Committee and People Team to plan, coordinate, and execute quarterly and all-company events.

• Support offsites and cross-office events with logistical precision.

• Own swag sourcing, gifting, and first-week logistics for internal events, candidates, and employees.

• Help track and manage culture and engagement budgets in partnership with People, flagging variances and maintaining financial accountability.

Administrative & Executive Support

• Elevate onsite interviews experience in partnership with Talent Acquisition – ensuring candidate materials, room setup, hospitality, and executive readiness.

• Coordinate travel, hotel bookings, and logistics for candidate visits and employee travel in alignment with company travel policy.

• Serve as POC for in-office and cross-office visits.

• Support executive team travel logistics and related coordination with discretion and attention to detail.

• Manage DocuSign workflows – ensuring timely routing, completion, and archiving of documents.

• Support Sales and Marketing initiatives by managing vendor relationships, conference shipments, ordering, tracking, and event logistics.

• Assist with ad-hoc conferences and sponsorship events – serving as liaison between Sales and Marketing to ensure timely and polished execution.

What You’ll Bring:
• 3–6+ years of experience in office management, workplace experience, executive support, hospitality, or People Operations.

• Experience working in a fast-paced, high-growth or professional services environment preferred.

• Experience managing vendors, budgets, and cross-functional coordination.

• Bachelor’s degree preferred but not required with relevant experience.

• Proactive ownership – anticipates needs, identifies gaps, and takes initiative without waiting for direction.

• Strong execution and follow-through – delivers high-quality work, meets deadlines, and closes loops fully.

• Exceptional attention to detail across logistics, budgets, vendor coordination, and documentation.

• Clear, timely, and professional communication at all organizational levels.

• Ability to handle sensitive information with discretion and maturity.

• Capacity to balance recurring operational responsibilities with shifting priorities in a fast-paced environment.

• Must have current and ongoing authorization to work in the country of employment without the need for visa sponsorship, now or in the future.