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:
- Google Meet interview
- Google Meet interview
- Final onsite interview in San Francisco
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