Reception & Workplace Experience Coordinator

What You’ll Do

Reception & Guest Experience

• Serve as the primary point of contact for guests, candidates, vendors, and visitors.
• Staff and manage the reception area throughout the day, ensuring a professional and welcoming environment.
• Greet visitors, coordinate arrivals, and provide a seamless check-in experience.
• Partner with workplace team to ensure guests are welcomed and escorted appropriately.
• Maintain a polished front-of-house environment, including reception, meeting rooms, and common areas.
• Support candidate interview days and special visitor experiences.

Visitor Access & Building Coordination

• Coordinate visitor registration, access procedures, and badge management.
• Partner closely with onsite security teams to facilitate a smooth and secure guest experience.
• Help uphold workplace policies and physical security processes.

Workplace Support

• Coordinate incoming and outgoing mail, packages, and deliveries.
• Assist with vendor coordination, including janitorial, maintenance, parking, and office service providers.
• Support workplace events, meetings, and office-wide initiatives as needed.

Workplace Hospitality

• Help create a workplace environment that is welcoming, organized, and hospitality-driven.
• Anticipate guest & staff needs and proactively resolve issues.
• Identify opportunities to improve the workplace and visitor experience.

Skills and Qualifications

Minimum qualifications

• 3+ years of experience in reception, hospitality, concierge services, guest experience, or office support.
• Exceptional interpersonal and communication skills.
• Professional, welcoming, and service-oriented presence.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities while maintaining a high level of hospitality.
• Comfortable working independently and taking initiative.
• Experience interacting with executives, candidates, clients, or external visitors.

Preferred qualifications

• Experience in a technology company, startup, hotel, private club, or hospitality environment.
• Experience coordinating workplace vendors or building services.
• Event or meeting coordination experience.
• Familiarity with visitor management systems and workplace tools.

Logistics

• Location: This role is based in San Francisco, CA
• Compensation: Depending on background, skills and experience, the expected annual salary range for this position is $75,000 - $95,000 USD.
• Visa sponsorship: We sponsor visas. While we can't guarantee success for every candidate or role, if you're the right fit, we're committed to working through the visa process together.
• Benefits: Thinking Machines offers generous health, dental, and vision benefits, unlimited PTO, paid parental leave, and relocation support as needed.