Job Description

Job Title: Event Coordinator

Location: San Francisco, CA

Workplace Type: Onsite- 5 days

Employment Type: Contract

About the Role

We are seeking a highly organized and proactive Event Coordinator to join our onsite Workplace team in San Francisco. This role is responsible for planning, coordinating, and executing a wide range of onsite events—from afternoon meet-ups to evening community gatherings—that help shape a welcoming, inclusive, and engaging workplace experience.

The ideal candidate brings strong judgment, exceptional communication skills, and a passion for creating memorable events. This role requires flexibility, hands-on execution, and comfort working in a fast-paced, dynamic environment with frequent cross-functional collaboration.

Note: This position requires onsite presence in San Francisco. Evening and occasional weekend availability is required to support events.

Key Responsibilities

Event Coordination & Operations

• Collaborate with internal teams to understand event goals, requirements, and logistics.
• Plan, coordinate, and execute onsite events, ensuring a seamless and positive attendee experience.
• Serve as the onsite facilities host during events, welcoming guests and ensuring comfort and safety.
• Oversee event setup and breakdown, coordinating logistics with Workplace, Security, IT/AV, and Facilities teams.
• Assist with vetting, scheduling, and coordinating event-related space usage and activities.
• Provide administrative support for pre-event planning and post-event wrap-ups, including documentation and follow-ups.
• Maintain onsite presence during evening and occasional weekend events to address real-time needs and ensure event success.

Vendor & Stakeholder Management

• Coordinate with vendors and service providers (e.g., catering, furniture, supplies, AV).
• Manage vendor relationships to ensure timely delivery, quality service, and adherence to standards.
• Maintain clear, consistent communication with internal teams, vendors, and stakeholders throughout the event lifecycle.
• Collaborate cross-functionally to ensure all aspects of events are aligned and executed smoothly.

Problem Solving & Decision Making

• Anticipate and proactively address issues or challenges during events.
• Exercise sound judgment when making onsite decisions and escalate concerns appropriately.
• Ensure compliance with workplace policies, safety standards, and crowd management best practices.

Required Qualifications

• 2–5+ years of experience in event coordination, workplace experience, or office management.
• Experience managing event organizers, service providers, and facilities vendors.
• Proven ability to collaborate effectively with diverse stakeholders, including coordinators, security teams, visitors, leadership, and executive assistants.
• Strong customer service mindset with excellent written and verbal communication skills.
• Ability to manage multiple priorities, adapt quickly, and remain calm in a fast-paced environment.
• Demonstrated ability to exercise good judgment and make sound decisions independently.
• Working knowledge of event operations, crowd safety, and workplace standards.

Preferred Qualifications

• Passion for creating welcoming, community-oriented workplace environments.
• Collaborative, proactive mindset with the ability to work across teams and functions.
• Interest in workplace experience, culture-building, and employee engagement initiatives.

Typical Day in the Role

A typical day may include:

• Meeting with internal partners to align on upcoming event objectives.
• Coordinating logistics with Workplace, Security, IT/AV, and Facilities teams.
• Managing vendor communications and confirming event resources.
• Hosting and supporting onsite events, including evening community gatherings.
• Troubleshooting real-time event issues and ensuring a high-quality attendee experience.
• Completing post-event follow-ups and administrative tasks.

Why Join This Role?

This role offers the opportunity to support high-visibility, culture-defining events that shape how employees, leaders, and guests experience the workplace. You’ll gain hands-on exposure to event design, senior stakeholder engagement, and cross-functional collaboration within a values-driven, people-first organization . The position also provides strong mentorship and growth opportunities in workplace experience, events, and operations.

If you like the position, please share your resume on grishma@ifgpr.com

Thank you :)

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