Join a fast-paced workplace experience team as a Workplace Experience Coordinator focused on scheduling and space coordination for internal meetings, events, and shared amenity areas. In this onsite role, you will keep calendars running smoothly, help resolve booking conflicts, support room readiness, and contribute to a welcoming, well-organized office environment.

Responsibilities

• Manage the booking queue for internal meetings across executive briefing and amenity spaces
• Review requests for timing, capacity, and room fit, then place and confirm reservations
• Monitor calendars daily and ahead of time to identify overlaps, missing buffer time, and other scheduling issues
• Partner with administrative teams and workplace leadership to adjust bookings, offer alternatives, and handle cancellations or recurring meetings
• Prepare daily meeting schedules and coordinate setup, technology, and service needs with Facilities, AV/IT, and hospitality partners
• Verify rooms are ready before meetings begin and respond quickly to same-day changes
• Serve as the main contact for space availability, booking guidelines, and schedule updates
• Support event setup and breakdown, including furniture, technology, and amenity placement
• Conduct walk-throughs of meeting rooms and common areas, resetting spaces and replenishing supplies as needed
• Assist with programming by scheduling classes and sessions and helping with setup and registration
• Maintain booking records, room-use notes, and scheduling documentation
• Provide backup front desk coverage during breaks, lunches, and time off as needed

Skills

• 2-3 years of experience in scheduling, administrative support, executive support, event coordination, or workplace operations
• Strong hands-on experience with Google Calendar and Slack
• Ability to manage shared calendars, room bookings, and frequent changes with accuracy
• Excellent organization and attention to detail
• Clear, professional, and diplomatic communication skills
• Ability to anticipate issues, prioritize effectively, and stay calm in a busy environment
• Comfort working with executive assistants, administrative teams, Facilities, AV/IT, and Security
• Proficiency with Google Workspace or Microsoft Office
• Ability to learn room booking and visitor management tools quickly
• Capability to work independently and escalate issues appropriately when needed
• Willingness to provide warm, professional service in a workplace hospitality setting
• Ability to meet the physical demands of an onsite role, including standing, moving throughout the building, and lifting up to 25 pounds as needed

Preferred Skills

• Experience scheduling meeting or event spaces in a corporate office, executive briefing center, hotel, or conference center
• Background supporting executives or partnering closely with executive assistants
• Experience using room booking or visitor management systems
• Comfort building simple trackers in Sheets or Excel
• Experience documenting or improving scheduling processes
• Previous work in a technology company or fast-paced environment
• Front desk, reception, hospitality, or guest services experience
• Interest in workplace experience, service excellence, and continuous improvement

Horizontal is committed to fostering an inclusive workplace where different perspectives, backgrounds, and experiences are valued. We encourage candidates who are excited about creating a respectful, equitable, and welcoming environment to apply.