Community Coordinator

Position Summary:

The Community Coordinator plays a key role in the Workplace Experience Americas team and is a part of the larger, global Workplace Services function. The Community Coordinator will assist in the day-to-day operations, meetings, and events at Pax8 Americas offices. They will manage meeting logistics and catering in the space, helping stakeholders' book, set up, and operate various settings at HQ. The Community Coordinator is always ready to jump in and ensure an experience is successful, continuously observing, planning, and pivoting. They will be responsible for delivering the desired outcomes from the business by continuously updating and improving our spaces to perform as a manifestation of the Pax8 Marketplace, supporting our vendors, partners, and our employees.

Essential Responsibilities:

• Responsible for the day-to-day experience at the Pax8 HQ and Marketplace, along with the WEX team, providing the best experience to all Pax8ers, customers, visitors, and new hires – coordinating an anticipated and intentional encounter for every person that enters the space.
• Assists in managing the space calendar and has a full understanding of all events, meetings, interviews, training, etc. happening in our space each day and ensures that all details are captured in the calendar for the WEX team to reference.
• Coordinates and maintains Corporate Apartments calendar and partners with Community Manager on the maintenance and schedule for upkeep.
• Maintains all shared space calendars, ensuring consistency between Outlook calendars and ServiceNow bookings.
• Assists employees with room and desk bookings, in Outlook or in ServiceNow WSD, ensuring the right space is booked for the right outcome.
• Monitors ServiceNow tickets for Community requests, acts or escalates to Community Manager as needed.
• Coordinates food and beverage service, working with various vendors, to ensure lounges are regularly stocked and inventory is tracked and updated.
• Manages all catering operations including intake, vendor selection and management, stakeholder relationships, meeting planning, catering delivery and set-up, and meeting close-outs.
• Responsible for all operations of the suite 275 meeting and event space.
• Plans mini activations for employees and customers in our space, showing intention and thoughtfulness for each encounter.
• Ability to quickly create content and instructions to keep signage updated and relevant.
• Acts as a concierge – available to help or support any need in our space, connecting stakeholders with the right resources.
• Ensures all spaces within HQ are fully stocked, furniture is reset, and A/V and equipment are working properly at the beginning of each day and performs regular checks throughout the day as meetings conclude, with Tech Services support as needed.
• Responds as front-line to any A/V support requests and escalates to the Facilities Manager as needed.
• Leads Day Porter operations and directs areas that need immediate attention, maintaining the upkeep and tidiness of the space.
• Manages general office supply inventory to keep all areas fully stocked and ensuring that inventory is kept to a manageable level for storage capacity.
• Along with Facilities Manager, coordinates the ownership, use, and organization of all storage areas.
• Attends daily standups and reviews daily bookings in WSD, along with Workplace Community Manager, to anticipate the run-of-show and needs for each day.
• Observes and informs Facilities Manager or Community Manager of any needed updates or repairs needed in the space.
• Responsible for space reset and testing A/V equipment after meetings in events, and escalating issues to the CM or FM.
• Assists the Community Manager and often the Sr. Manager of Internal Events in executing high-value, curated events for Pax8ers and customers.
• Assists Community Manager in upkeep of WEX SharePoint sites.
• Responsible for updating playlists on Sonos based on scheduled events, themed areas, or energy within the space throughout the day.
• Consistently walks our spaces ensuring it feels tidy and all FF&E is returned to its appropriate location.
• Acts as a “runner” and is available where needed throughout the day to ensure the success of any experience or event.
• Supports and stands-in for Welcome Specialist or any WEX roles as needed.

Ideal Skills, Experience, and Competencies:

• At least five (5) years of office management experience, preferably in a community-focused environment.
• Expert skills with Microsoft Office Suite.
• Advanced experience with communication platforms such as Teams, Slack, SharePoint, and digital signage systems.
• Advanced knowledge around A/V systems and hardware.
• Proficient project management knowledge.
• Knowledge of ServiceNow ticketing system within Workplace Service Delivery.
• Strong communication skills and ability to manage stakeholders.
• Knowledge around various access control systems.
• Strong customer-service focused attitude with urgency to follow-up
• Strong verbal and writing skills.
• Highly organized detail-oriented with an ability to prioritize and handle multiple tasks and projects simultaneously. ​ 
• ​​Ability to grasp complex ideas and change direction quickly in a fast-paced environment.

Required Education & Certifications:

• B.A./B.S. in a related field or equivalent work experience.

Compensation:

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