Workplace Coordinator

Position Summary

The Workplace Coordinator is responsible for ensuring a positive and productive work environment at the San Antonio, TX IEM office. This person will be the first face visitors and employees see when they walk into IEM. They have an important job of making a great first impression and answering and directing inquiries. In addition, they will support the rollout of workplace programs and initiatives and help oversee day-to-day operations, including ad hoc administrative needs. The Workplace Coordinator partners closely with vendors and internal teams and helps maintain a space that reflects the company’s culture while supporting ongoing business growth.

Location

This will be a 100% onsite role working at IEM in San Antonio, TX. There will be no regular travel but may have opportunities to travel for IEM site visits, training and/or conferences.

Ideal Candidate Profile (Optional)

The ideal candidate is customer-focused, organized, and adaptable, with the ability to manage multiple priorities in a fast-paced environment. This person is approachable, resourceful, and comfortable supporting both employee experience and operational needs. Experience with tools such as Microsoft Office Suite, SharePoint, and Verkada is a plus.

Key Responsibilities

Front Desk and Reception Duties

Greet, welcome and direct on-site visitors in a friendly and professional manner

Monitor visitor management system and issue visitor badges

Answer intercom, phone and in-person inquiries, providing general information to guests and employees

Receive mail and packages and assist with distribution

Perform administrative tasks such as mailing, data entry, printing badges, etc.

Office Operations

Maintain a safe, clean, and organized office environment

Order and manage office and break room supplies

Assist with updating workplace documents, policies and procedures

Partner with vendors and internal teams to ensure a seamless employee experience

Event Planning and Employee Engagement

Help organize and execute office-wide onsite events, special meetings and VIP visits

Collect feedback and data from employees to support continuous improvement efforts

In addition to the responsibilities listed above, the Workplace Coordinator may be asked, and must be able to successfully complete, the following responsibilities on an “as needed” basis:

Support larger workplace projects and space planning initiatives

Cross-collaborate with other teams and/or senior management

Assist the broader facilities team, from admin-type tasks to rolling up your sleeves and moving items that weigh up to 20lbs

Occasional extended hours may be required to support events or business needs

Flexible and adaptable team player who operates with agility and resourcefulness, and thrives in an often-changing environment. You will be operating with a start-up mindset and must be willing to help wherever needed - "not my job" is an unacceptable response

Qualifications

High school diploma or GED required

Minimum of 3 years of receptionist/administrative assistant and/or front desk experience

Flexibility and customer focus are a must

Excellent organizational, written and verbal communication skills

Ability to multitask and maintain attention to detail

Proficiency in Microsoft Office Suite and ability to learn new systems quickly

Basic cash handling skills

Physical Demands

Activities:

Sitting – 80%

Walking/Standing – 20%

Lifting: Must be able to lift up to 20lbs.

Vision: Long periods of close work on a computer screen.

Mental Demands: Interpret, analyze, research, and handle multiple tasks simultaneously.

Environment: Climate controlled office space.

Supervision of Personnel:

No direct supervision of others.

Provide direction and guidance to office vendors.