Senior Office Coordinator

The Global Real Estate Operations (GREO) team is a special and thoughtful group of facilities and office operations professionals that are approachable and efficient. Together we help the business by creating a Klaviyo-first experience. We empower our internal customers to own their destiny by  ensuring our workplaces are remarkable, enable meaningful in-person connections and embody our culture.

The first member of the GREO San Francisco team will support the offices in a wide variety of ways, from facilitating in person meetings and events to day to operations of the San Francisco Hub. All members of the Global team collaborate with Global IT, Employee Experience, Talent Acquisition and Klavyos from all areas of the organizations to ensure positive in office experiences.

About the role

Klaviyo is seeking an Sr. Office Coordinator to join our Global Real Estate Ops team. We’re looking for someone who is experienced in maintaining an effective and efficient office working environment, genuinely enjoys working with diverse people, and is passionate about creating a welcoming and collaborative environment for both employees and visitors. This highly impactful role will be part of the Finance organisation, report directly to the Manager of Office Operations and Facilities, and will work cross-functionally with Global IT, People Operations, Marketing, Internal Comms, Employee Experience and and with the Snr Community Manager. This person will have the opportunity to join us on our mission to enable Klaviyos to thrive, to contribute to a uniquely special culture, and to make the company the place where the best-of-the-best come to work.

How You'll Make a Difference

• Manage the day to day operations of our San Francisco Hub.
• Field daily inquiries by employees in the San Francisco Hub on questions and issues. 
• Monitor Office Operations support ticket queue and resolve questions with comprehensive answers.
• Assist Global IT team with on-the-ground support for maintenance of Klaviyo provided technology such as computer monitors, conference room systems, and technology accessories.
• Work with and act as a primary contact for the Property Management team. Handle suite related needs and maintenance.
• Responsible for enforcing and suggesting updates to office policies, procedures and safety standards (emergency evacuation plan, visitor registration, security, ADA/OSHA compliance, etc.)
• Greet and register office vendors and visitors.
• Assist in facilitating the future of work plan for the San Francisco Hub.
• Utilize space management software, OfficeSpace, to assist with space management and helping Klaviyos find meeting spaces. 
• Assist in facilitating meetings/events coordination with the Employee Experience team and other internal stakeholders.
• Assist in maintaining the overall appearance, organization, and cleanliness of the San Francisco Hub. Performing daily walkthroughs to ensure workstations, conference rooms and public spaces are clean and presentable.
• Restock and maintain inventory and supply management of office supplies, cleaning supplies, bathroom supplies, PPE, technology accessories, etc.
• Oversee recurring office service vendors.
• Assist the New Hire Onboarding team by providing a seamless integration into the San Francisco Hub by ensuring access cards, instructions and training rooms are set up.
• Assist to manage office access for Klaviyo employees/new hires by creating, replacing and terminating access cards.
• Assist in facilitating in-office food and beverage programs.
• Assist in monitoring office utilization.
• Assist with interoffice moves.
• Be an ambassador of company culture and values. Be approachable, reliable and energetic.
• Assist with additional special projects, as required.

What we are looking for

• 2-4+ years of office, facilities, or related experience.
• Monday-Friday in-office attendance required, ~8:30-5pm PST with flexibility around onsite events.
• Ability to prioritize workload, follow through, and complete tasks in a timely manner.
• Strong organization and planning skills.
• Comfortable owning projects and making decisions; takes initiative and works well independently as well as with others.
• Customer service oriented; outgoing and personable; polished approach with internal and external clients.
• Ability to work in a fast-paced environment with changing needs and requirements.
• Strong attention to detail, can learn quickly and understand big picture concepts.
• Ability to lift >20lbs

Nice to have:

• Prior customer service, IT, admin, or event management experience is a plus.
• Experience with GSuite, Slack, OfficeSpace, and Freshworks is a plus.