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Sr. Workplace Coordinator

HashiCorp

HashiCorp

Austin, TX, USA
Posted on Wednesday, July 3, 2024

About the role...

The Workplace team powers and connects the workday for all HashiCorp employees through four pillars: culture & experience; environment; operations; and, our portfolio of global offices. These all play an important role in providing a support system for employees, whether they work in an office or at home.

We are hospitality and experience-driven at the core. We are made up of People people, meaning that we love supporting each other and all of the People in our workplace. We take on the good and the bad with optimism and with a positive, kind approach to solving problems, dealing with the obstacles handed to us, and proactively creating good around us. We think about each moment through the lens of our colleagues (our customers) so that we can create thoughtful and memorable experiences no matter what task we have at hand.

The Austin Sr. Workplace Coordinator will be a part of the global Workplace team and will wear multiple hats supporting the office and the employees. The Sr. Workplace Coordinator will be responsible for completing office operational and administrative tasks, including managing workplace workflows and systems, while also cultivating a beautiful, positive, and productive workplace.

In this role you can expect to...

  • Keep the Austin office running with respect to the day to day operations, vendor relationships and associated services, employee health & safety compliance, and facility maintenance all while creating a clean, polished, and positive environment for all to enjoy
  • Be present at the reception desk during business hours, Monday through Friday from 8:30am - 5:00pm CT, and be there at times when no one else is for special projects and moves
  • Greet employees, visitors, customers, and vendors, making them feel welcome and comfortable
  • Manage the intercom system and the visitor registration system and implement HashiCorp’s Covid and security protocols
  • Support onsite meetings, including understanding the attendee list, their specific needs, and preparing the space for the meeting
  • Support team mail and packaging assistance including accepting deliveries of small packages - triage, distribute, keeping it all organized
  • Manage inventory and order all office, kitchen and PPE supplies while tracking spend and working within the office budget
  • Keep the office tidy, clean, organized and looking polished each and every hour of the day
  • Create a wonderful workplace experience and environment for employees, visitors, recruits, customers and vendors alike
  • In collaboration with the Workplace team, brainstorm and execute thoughtful, meaningful, and inclusive office experiences and events, keeping in mind consistency across other office locations and the global strategy, as well as instilling a positive office culture that captures the company's and team’s principles and mission
  • Organize, monitor, and communicate facility and building safety preparedness to employees
  • Build relationships with external parties (contractors, suppliers, etc.) and with building management, maintenance, and cleaning staff, including quality control, vendor accountability, and delivering feedback
  • Answer workplace tickets in a kind and timely manner
  • Assist with ad-hoc projects when time allows
  • Contribute in ways beyond this high level overview of the role’s responsibilities

What you’ll need (minimum qualifications)

  • 3-5 years of experience working in facilities, workplace operations, office administration, or hospitality fields

What's nice to have (preferred qualifications)

  • Proficiency with G-Suite Products or the ability to learn software quickly
  • Excellent organization, planning and prioritization skills
  • Exceptionally strong ownership and can-do attitude with an operational mindset
  • Comfortable working autonomously, juggling multiple tasks under tight deadlines, switching gears at the drop of a hat, and having a “no task too small” mentality
  • Willingness to jump in where needed, picking up projects and checking things off lists even when it lands on your plate unexpectedly
  • Excellent written, non-verbal, and verbal communication skills; the ability to work well with various personality types, and are receptive to feedback...all while maintaining a high degree of professionalism and confidentiality
  • Genuine passion for supporting others and a contagiously positive attitude
  • The capability to anticipate others' needs and act with patience, kindness, and firmness
  • An eye for detail with regards to all things from process to projects to space to events
  • The ability to maintain a professional and kind game face even when things aren’t going as planned or desired; a propensity for problem solving quickly and quietly
  • A solid sense of self awareness and the desire for feedback to adapt and grow
  • Have an awareness and sensitivity to the needs and concerns of individuals from diverse cultures, backgrounds and orientations and can contribute to the creation of a diverse, equitable and inclusive work culture

Mental/Physical Qualifications

  • Must be able to lift 25 pounds

HashiCorp welcomes all qualified candidates who have authorization to work in the United States to apply - HashiCorp will not be sponsoring visas for this role at this time.

#LI-Onsite

Individual pay within the range will be determined based on job related-factors such as skills, experience, and education or training.

The base pay range for this role in the SF Bay Area / NYC area is:
$74,500$87,600 USD
The base pay range for this role in Seattle Metro, Denver / Boulder Metro, New York (excluding NYC), Washington D.C., or California (excluding SF Bay Area) is:
$68,300$80,300 USD
The base pay range for this role in Colorado (excluding Denver / Boulder Metro) and Washington (excluding Seattle Metro) is:
$62,100$73,000 USD