Workplace Experience Manager

Workplace Experience Manager

Requirements

• At least 2 years of experience in office management, with a passion for creating and maintaining an organized, efficient, and welcoming workspace.
• Proven experience planning and executing events, including logistics, vendor coordination, budgeting, and managing multiple events simultaneously.
• Comfortable working in our downtown Chicago office Monday–Friday to ensure smooth day-to-day operations, events, and workplace experience.
• Ability to assess situations holistically, anticipate needs, and take initiative in a fast-paced, evolving environment.
• Experience identifying opportunities for improvement and implementing solutions to enhance efficiency, organization, and employee experience.
• Strong relationship-building skills, with the ability to engage effectively with colleagues, vendors, landlords, and other stakeholders at all levels.
• Ability to work cross-functionally to support onboarding, workplace initiatives, and company culture.
• Professional, approachable, and committed to fostering a positive and collaborative work environment.
• Strong decision-making skills, with the ability to balance being a “yes” person while knowing when to push back on policies, budgets, or logistics.
• Excellent verbal and written communication skills, with the ability to effectively interact with diverse teams and external partners.

Responsibilities

• Maintain a professional, organized, and welcoming office environment by keeping the workplace tidy and providing support to all Kin employees and guests.
• Track and process supply orders, coordinate deliveries, and ensure food and supplies are adequately stocked.
• Create and share resources and communications around workplace events and updates.
• Provide backup administrative assistance, including scheduling and calendar management.
• Manage relationships with office vendors and research new vendors to improve office services.
• Oversee mail processing, including virtual mail sorting and FedEx shipments.
• Submit and reconcile expenses, ensuring accurate budget allocation and tracking office spending with receipt reconciliation in our expense platform.
• Communicate with the landlord and building management regarding maintenance, deliveries, and other needs.
• Act as air-traffic-control for all Kin events by overseeing general planning, helping execute the events and support leaders booking large-scale onsite events.
• Organize team outings and dinners, including contract negotiation and submission to the company procurement system.
• Creating meaningful events and experiences both in-office and remotely, with a large focus on turning the office into a destination for local Kinfolk.
• Plan, design and execute engaging events both in office and virtually.
• Collaborate with IT for the setup and maintenance of virtual meeting equipment.
• Negotiate group rates with local hotels, secure contracts, and submit them for review in the company procurement system.
• Greet and sign in visitors and create employee ID badges.
• Manage catering orders, event setup, and post-event cleanup.
• Support the new hire onboarding process by partnering with the rest of the Learning & Engagement team.
• Coordinate new hire welcome boxes, employee gifts, and team-building events.
• Own the company swag program, handling inventory, vendor relations, and shipping.
• Collaborate with the People Team to create positive employee experiences at multiple stages of the employee lifecycle.
• Schedule office events and maintenance in shared office and onsite calendars.

Preferred Qualifications

• Strong knowledge of downtown Chicago area
• Experience in Google Suite, Slack, and office management tools.