Workplace Experience Coordinator – Scheduling

Workplace Experience Coordinator – Scheduling

Location: San Francisco, CA
Work Type: Onsite, 5 days/week
Schedule: Monday–Friday, 8:00 AM–4:30 PM with a 30-minute lunch
Contract: 12-month W2 contract with potential to extend
Pay: $85–$95/hour depending on experience

Russell Tobin is partnering with a leading AI technology company to hire a Workplace Experience Coordinator – Scheduling for its San Francisco headquarters.

This is a highly visible, hands-on workplace operations role focused on owning the day-to-day scheduling and coordination of internal meetings across executive meeting and amenity spaces. The ideal candidate is a seasoned coordinator who is highly organized, confident managing a busy shared calendar, and able to communicate clearly and diplomatically when priorities or schedules change.

What You’ll Do

• Own the booking queue and shared calendars for internal meetings across executive meeting and amenity spaces.
• Review scheduling requests, confirm timing and headcount, determine the appropriate room, place bookings, and communicate confirmations.
• Proactively review calendars daily and one week ahead to identify double bookings, room-fit concerns, insufficient turnover time, and other scheduling conflicts.
• Resolve competing requests by partnering with administrative teams and workplace leadership to identify alternatives and manage holds, cancellations, recurring meetings, and last-minute changes.
• Prepare and communicate the daily meeting schedule and coordinate room setup, technology, AV, facilities, and hospitality requirements.
• Confirm meeting spaces are ready before each meeting and quickly adjust when meetings run long, change rooms, or are added on short notice.
• Serve as a primary point of contact for employees, executive assistants, and administrative partners regarding space availability, booking guidelines, and scheduling changes.
• Support meeting and event setup and breakdown, including furniture, technology, supplies, and amenities.
• Conduct regular walk-throughs of meeting and amenity spaces, reset rooms between bookings, restock supplies, and escalate maintenance or cleanliness needs.
• Assist with workplace programming by scheduling classes and sessions and supporting classroom setup and registration.
• Maintain accurate booking records, room-usage notes, scheduling documentation, and information used for monthly reporting.
• Provide backup front desk coverage during breaks, lunches, and absences, including greeting guests, issuing badges, and receiving deliveries. Scheduling will remain the primary responsibility.

What We’re Looking For

• 2–3+ years of experience in scheduling, administrative or executive support, event coordination, workplace operations, hospitality, or a related environment.
• Demonstrated experience owning a shared calendar, room booking system, or similarly complex scheduling workflow.
• Strong hands-on experience with Google Calendar and Slack.
• Excellent organization and attention to detail, with the ability to anticipate scheduling conflicts and operational needs before they become problems.
• Clear, professional, and diplomatic communication skills, including the ability to navigate competing priorities and offer workable alternatives.
• Experience working cross-functionally with executive assistants, administrative teams, Facilities, AV/IT, Security, and/or hospitality teams.
• Ability to independently manage a high volume of requests, changes, cancellations, and last-minute needs without losing track of details.
• Proficiency with Google Workspace; experience with room-booking, visitor-management, or workplace-management tools is a plus.
• Strong judgment, initiative, and comfort escalating issues when appropriate.
• Willingness to step away from the desk to reset rooms, support events, or provide front desk coverage as needed.

Preferred Experience

Strong candidates may also have:

• Experience scheduling meeting or event spaces within a corporate headquarters, executive briefing center, hotel, conference center, or similarly high-touch environment.
• Experience supporting executives or partnering closely with executive assistants.
• Experience with room-booking or visitor-management platforms.
• Experience building scheduling trackers or reports in Google Sheets or Excel.
• Experience documenting or improving scheduling processes.
• Experience within technology companies or other fast-paced, rapidly changing environments.
• Front desk, reception, hospitality, or guest-services experience.

Physical Requirements

This is an onsite position that combines desk-based scheduling with hands-on workplace support. Candidates must be able to:

• Lift and carry up to 25 pounds repeatedly when needed, including event supplies, beverages, or lightweight furniture.
• Remain on their feet for up to approximately three hours per day while supporting events, resetting rooms, or providing front desk coverage.
• Move regularly throughout the office between meeting spaces, amenity areas, and the primary workstation.

Interview Process

The interview process consists of three approximately 30-minute conversations:

1. Google Meet interview
2. Google Meet interview
3. Final onsite interview in San Francisco