Senior Office Coordinator

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 Organization, 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 others. 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

• Assist in managing the day to day operations of our Boston Hub.
• Field daily inquiries by employees in the Boston Hub on questions and issues.
• Monitor Office Operations support ticket queue and resolve questions with comprehensive answers.
• Build scalable office ticketing system for the Boston Hub based on the existing service catalog items in Freshworks.
• Work with and act as a secondary contact for the local property management team. Handle suite related needs and maintenance.
• Create, adapt, and maintain company policies for the Boston Hub location
• 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 plans for the Boston 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.
• Maintain the overall appearance, organization, and cleanliness of the Boston 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.
• Manage office access for Klaviyo employees/new hires by creating, replacing and terminating access cards.
• Assist internal teams with scheduling in person meetings and events.
• Facilitate in-office food and beverage program.
• Monitor office utilization.
• Facilitate interoffice moves and assist with space planning.
• Be an ambassador of company culture and values. Be approachable, reliable and energetic.
• Assist with additional special projects, as required
• Transform workflows by putting AI at the center, building smarter systems and ways of working from the ground up.

Who You Are

• 2-4+ years of office, facilities, or related experience.
• Prior customer service, IT, admin, or event management experience is a plus.
• Experience with GSuite, Slack, OfficeSpace, and Freshworks is a plus.
• Monday-Friday in-office attendance required, ~8:30-5pm 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
• You've already experimented with AI in work or personal projects, and you're excited to dive in and learn fast. You're hungry to responsibly explore new AI tools and workflows, finding ways to make your work smarter and more efficient.
• Ability to lift >50lbs

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