Workplace Experience Coordinator

CALPAK is a Los Angeles-based travel lifestyle brand founded in 1989, known for reimagining travel essentials with a focus on design, function, and everyday livability. We're looking for a polished, proactive, and highly organized Workplace Experience Coordinator to be the face of our Gardena office and the go-to person for day-to-day workplace support. This role combines office and facilities operations, end-to-end event planning, IT coordination with our external IT partner, and administrative support.

You'll welcome visitors, own our internal events from concept through execution, keep our technology running smoothly for the team, and make sure the office is organized, stocked, and ready for the day. The right person is warm, dependable, detail-oriented, and takes real ownership of creating a professional, welcoming, and well-run workplace.

Requirements

• Key Requirements: Visitor Experience & Communication
• Serve as the first point of contact for employees, candidates, clients, vendors, and guests
• Greet visitors in a professional and welcoming manner
• Handle incoming and outgoing mail, packages, deliveries, and courier requests
• Communicate across teams on office updates, visitors, deliveries, repairs, and day-to-day workplace needs
• Office Operations & Facilities
• Maintain a clean, organized, professional, and fully functional office environment
• Ensure conference rooms, kitchen, common areas, and workspaces are presentable and ready for use
• 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
• Coordinate with cleaning services, maintenance vendors, building management, and other outside partners
• Help maintain workplace standards, office procedures, and day-to-day operational readiness
• Event Planning & Execution
• Own the planning and execution of company events, including the annual holiday party, seasonal celebrations, employee birthday celebrations, team outings, and client-facing events
• Develop event concepts, timelines, run-of-show, and budgets, and manage spend against plan
• Source, negotiate with, and manage venues, caterers, and event vendors from planning through day-of execution
• Manage event logistics, including setup, breakdown, attendee communication, and RSVPs
• Coordinate catering and setup for internal meetings, team lunches, and office-wide gatherings
• Maintain an annual events calendar and gather feedback to improve future events
• IT Coordination
• Serve as the primary point of contact between employees and our external IT provider, submitting, tracking, and following up on support requests through resolution
• Coordinate equipment setup for new hires and equipment return for departing employees in partnership with People & Culture and our IT provider
• Maintain an inventory of company hardware, accessories, and software licenses
• Monitor office technology, including Wi-Fi, printers, and conference room audio/video, and coordinate repairs or upgrades
• Provide basic first-line support and escalate issues to our IT provider as needed
• Track IT vendor invoices, renewals, and service agreements
• Administrative Support
• Provide administrative support including scheduling, calendar coordination, meeting setup, document preparation, and data entry
• Support 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
• Provide any additional support as needed

Qualifications:

• 4+ years of experience in office coordination, workplace operations, event planning, or administrative support
• Demonstrated experience independently planning and executing events, including budgeting and vendor management
• Experience coordinating with external vendors, such as IT providers, facilities teams, or service partners
• Working knowledge of common office technology (laptops, Wi-Fi, printers, video conferencing) and comfort troubleshooting basic issues
• Excellent verbal and written communication skills
• Strong interpersonal skills with the ability to work effectively across teams and with external partners
• 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
• Must be able to work on-site from 10am-7pm