Workplace Experience Coordinator (Biotech)
Location: San Jose, United States of AmericaThales people architect identity management and data protection solutions at the heart of digital security. Business and governments rely on us to bring trust to the billons of digital interactions they have with people. Our technologies and services help banks exchange funds, people cross borders, energy become smarter and much more. More than 30,000 organizations already rely on us to verify the identities of people and things, grant access to digital services, analyze vast quantities of information and encrypt data to make the connected world more secure.
Workplace Experience Coordinator
San Jose, CA- onsite
Position Summary
As the Workplace Experience Coordinator, you serve as the frontline representative of the office, ensuring a seamless and professional experience for employees, visitors, and stakeholders. Your role spans office services, facilities management, lease administration support, reporting, HSE compliance, and event planning. You are responsible for managing daily operations of the workplace, coordinating with landlords, vendors, and employees, while ensuring operational efficiency and compliance
Key Areas of Responsibility
Office Services & Administration
Greet and register guests via site security portal.
Book training rooms and manage daily employee requests.
Onsite presence required
Coordinate meetings, travel, events, catering, purchases, and expense submissions,
Manage office and pantry supplies; oversee shipping and receiving.
Handle procurement, vendor setup, contracts, and purchase requisitions.
Site Management and Lease Administration
Act as the primary liaison for vendors, landlords, and property managers.
Oversee office upkeep, repairs, maintenance scheduling, and compliance with company standards.
Support basic real estate lease administration tasks:
Maintain lease documentation and digital records.
Track and report critical lease dates (renewals, expirations, rent increases, options).
Coordinate with landlords for access, services, and compliance.
Health, Safety & Environment (HSE):
Serve as Emergency Response Coordinator; lead drills and ensure site readiness.
Implement, maintain, and audit health & safety policies; escort HSE vendors.
Event Planning:
Plan and execute events, offsites, and team meetings including scoping, budgeting scheduling, vendor management, employee communications
To be the point of contact for external meetings, registering guests through our property management security portal, coordinating catering and logistics with meeting hosts, and day porter support.
Employee Experience & Community Building
Collaborate with Site Leadership, HR, and Marketing to plan events, offsites, and CSR initiatives.
Foster a strong office culture through team-building activities and volunteer opportunities.
Drive internal communication efforts, including newsletters and site updates.
Leadership Engagement
Work closely with senior leadership to support site goals and improve experience.
Maintain a high level of professionalism in all executive communications.
Minimum Qualifications
Bachelor's degree in applicable field or, in lieu of a degree, 4 years of relevant experience.
At least 2 years of experience in workplace/ real estate operations, facilities coordination. Hospitality /Events experience is a plus.
Proven experience managing third-party vendors and ensuring accountability, cost-efficiency, and service quality.
Previous experience working across geographically dispersed teams and ability to solve issues and communicate effectively.
Proven professional communication and interpersonal skills with a customer-service mindset.
Strong organizational skills with high attention to detail and ability to prioritize and manage multiple priorities.
Proactive, adaptable, creative and team-oriented, with a focus on creating a positive, inclusive workplace culture
Demonstrated self-starter who takes ownership of tasks, follows through to completion, and proactively seeks help and feedback to improve outcomes
Knowledge of HSE standards and experience coordinating site safety compliance is a plus.
If you're excited about working with Thales, but not meeting the requirements for this position, we encourage you to join our Talent Community!
Special Position Requirements
Schedule: Monday through FRI 8:00-5:00PM – onsite everyday
Why Join Us?
Say HI and learn more about working at Thales click here
This position will require successfully completing a post-offer background check. Qualified candidates with [a] criminal history will be considered and are not automatically disqualified, consistent with federal law, state law, and local ordinances.We are an equal opportunity employer, including disability and veteran status. All qualified applicants will receive consideration for employment without regard to sex, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.
If you need an accommodation or assistance in order to apply for a position with Thales, please contact us at talentacquisition@us.thalesgroup.com.
(For Internal candidate, if you need more information, please reach out to your HR Shared Service, 1st Point)
Thales provides an extensive benefits program for all full-time employees working 30 or more hours per week and their eligible dependents, including the following:
•Elective Health, Dental, Vision, FSA/HSA, Voluntary Life and AD&D, Whole Group Life w/LTC, Critical Illness, Hospital Indemnity, Accident Insurance, Legal Plan, Identity Theft, and Pet Insurance
•Retirement Savings Plan after 30 days of employment with a company contribution and a match, and with no vesting period
•Company paid holidays and Paid Time Off
•Company provided Life Insurance, AD&D, Disability, Employee Assistance Plan, and Well-being Program
