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: $80–$95/hour
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:
- Google Meet interview
- Google Meet interview
- Final onsite interview in San Francisco
Russell Tobin offers eligible employee’s comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), 401(k)-retirement savings, life & disability insurance, an employee assistance program, legal support, auto, home insurance, pet insurance and employee discounts with preferred vendors.
Equal Employment OpportunityRussell Tobin is an equal opportunity employer. We do not discriminate on the basis of the race, religious creed, color, national origin, ancestry, physical disability, mental disability, reproductive health decision making, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.
Fair Chance EmploymentRussell Tobin is a Fair Chance employer. We consider all qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local Fair Chance laws and ordinances, including, the California Fair Chance Act and all applicable local Fair Chance ordinances.
AccommodationsWe are committed to providing reasonable accommodations to applicants and employees with disabilities. If you require a reasonable accommodation to participate in the application or interview process, or to perform the essential functions of this role, please contact us.
Only applicable for San Francisco Candidates: Under the San Francisco Lactation in the Workplace Ordinance, we will provide written notice of lactation accommodation rights, and this notice will automatically be given upon hiring, any inquiry of parental leave or lactation accommodation.
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