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Workplace Experience Coordinator


The Workplace Experience Coordinator provides workplace services and administrative support to ensure team engagement, individual well-being, personal productivity, and organizational effectiveness. This position will oversee physical and administrative efforts to ensure employees and Mode guests experience a sense of belonging and connectedness to the agency's mission, vision, and core values. This role is at the forefront of delivering a positive office experience. The Workplace Experience Coordinator is responsible for creating a supportive and comfortable atmosphere by welcoming visitors and supporting all employee-facing services, ensuring the agency space is impeccably maintained, well-organized, and inspiring. This position reports directly to the Finance and HR Lead.

Location & Hours: This full-time position will be required to be in the physical office space in Charlotte, NC, during the hours of 9:00 am - 5:00 pm (excludes lunch).


Principal Duties and Responsibilities:

General Office Upkeep and Management - High Level 

  • Restock the coffee, drinks, snacks, and bathrooms

  • Make sure surfaces have been properly wiped down 

  • Clean out the refrigerator

  • Load and unload the dishwasher 

  • Trash & Recycle

  • Water plants

  • Manage office cleaning vendor relationship

  • Management of office keys and alarm system and agency phone lines.

  • Coordination of quotes, installation, and payment with contractors.

Administrative Operations  - High Level

  • Provide support and assistance to all leadership roles

  • Shipping and mail sorting

  • Deposit checks 

  • Order supplies and maintains the internal office expenditure budget

  • Direct contact with the property association company and parking vendors

  • Help set up for client presentations and meetings, including catering 

  • Book Agency travel

  • Manage and Report agency internal expenses

  • Post Job openings on all platforms

Cultural Planning and Facilitation

  • Interface with Leadership and HR to maintain a focus on building and sustaining a strong organizational culture.

  • Assist in developing and implementing cultural initiatives across the entire agency, including but not limited to recognizing staff birthdays, anniversaries, and other professional and personal milestones.

    • This position will host/facilitate and attend all agency-wide events, such as Happy Hours, monthly engagement activities like Donuts & Discussions, Lunch & Learns, etc. that will vary from in-person to virtual events. This person is a natural host and feels comfortable leading, engaging, and connecting with all levels of staff and visitors. 

  • Provide change management support with an eye on cultural impacts.

  • Partner with HR and other departments to monitor and analyze the employee experience from Onboarding to New Hire Orientation to separation to ensure efficiency, collecting trends, and assist with process improvement.

  • Help develop and lead a dynamic and engaging New Hire Orientation process.

  • Set up training schedules for new team members to get them acclimated and manage current employee training and development opportunities (Lunch and Learns, Industry seminars, leadership workshops, etc.

Project Support (as needed)

  • General support of team members

  • Partner with the Director of Production to help with resourcing and allocation needs in regard to new projects. 

  • Manage and maintain freelancer relationships, including upkeep of directories, vendor documents, and onset communication.

  • Assisting with photo and video shoots (including catering, props sourcing, supplies, prop room organization, etc.)

  • Assisting with proofreading 

  • Assisting with small research projects (Competitor, Trademark, Client, etc.)

  • Supporting Mode social media team

Requirements

  • 1 - 2 years of related work or education experience (e.g. Front Desk, Concierge, Hospitality, Room Management, or Customer Service roles) is preferred. 

  • Comfortable meeting and engaging with new people.

  • Ability to assess circumstances, empathize and offer help.

  • Best candidates will have a genuine interest in anticipating and supporting the needs of others. A warm demeanor and desire to collaborate with others is key.

  • Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write clear correspondence. Ability to effectively present information to an internal department and/or large groups of employees.

Benefits

  • 5+ Weeks vacation per year (19 PTO days, 9 observed holidays)
  • 100% Employee Medical Coverage
  • 401(k) Plan with match
  • Hybrid office provides options: remote, in-office, or both
  • Continuing education support
  • Summer Fridays
  • Vibrant culture with strong work/life balance

How to Apply

Please submit your resume along with a brief introduction of yourself including why this role and Mode is a good fit for you to wec@madebymode.com with the subject line “EXPERIENCE MODE”

Unfortunately, we won’t be able to respond to all applicants but we will reach out to you if your portfolio and resume match the skills we’re looking for. No phone calls or visits please. No recruiters.