Office Coordinator
At Klaviyo, we value the unique backgrounds, experiences and perspectives each Klaviyo (we call ourselves Klaviyos) brings to our workplace each and every day. We believe everyone deserves a fair shot at success and appreciate the experiences each person brings beyond the traditional job requirements. If you’re a close but not exact match with the description, we hope you’ll still consider applying. Want to learn more about life at Klaviyo? Visit careers.klaviyo.com to see how we empower creators to own their own destiny.
About the Team
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 Boston team will support the offices in a wide variety of ways, from facilitating in person meetings and events to day to operations of the Boston Hub. All members of the Global team collaborate with Global IT, Employee Experience, Talent Acquisition and Klaviyos from all areas of the organizations to ensure positive in office experiences.
About the role
Klaviyo is seeking an 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 and with the Senior 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
- 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.
- Coordinate with the Global IT team to ensure scheduled meetings have appropriate onsite AV support.
- Work with and act as a primary contact for the local 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, Health & Safety Compliance, etc.)
- Greet and register office vendors and visitors.
- Assist in facilitating the future of work plan 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, Executive Business Partners and other internal stakeholders.
- Assist in maintaining 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.
- Assist to manage office access for Klaviyo employees/new hires by creating, replacing and terminating access cards.
- Assist the New Hire Onboarding team with scheduled in person onboarding for Boston Hub based employees. Provide a seamless integration into the Boston Hub by ensuring access cards, instructions and training rooms are set up.
- Assist with company health and safety procedures and facilitate any site-specific safety protocols when needed.
- 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
- 1-3+ years of office, facilities, or related experience.
- Monday-Friday in-office attendance required, ~8:00-4:30 pm 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.
The pay range for this role is listed below. Some sales and success roles are also eligible for variable compensation and hourly non-exempt roles are eligible for overtime in accordance with applicable law. This role is eligible for benefits, including: medical, dental and vision coverage, health savings accounts, flexible spending accounts, 401(k), flexible paid time off and company-paid holidays and a culture of learning that includes a learning allowance and access to a professional coaching service for all employees.
Get to Know Klaviyo
We’re Klaviyo (pronounced clay-vee-oh). We empower creators to own their destiny by making first-party data accessible and actionable like never before. We see limitless potential for the technology we’re developing to nurture personalized experiences in ecommerce and beyond. To reach our goals, we need our own crew of remarkable creators—ambitious and collaborative teammates who stay focused on our north star: delighting our customers. If you’re ready to do the best work of your career, where you’ll be welcomed as your whole self from day one and supported with generous benefits, we hope you’ll join us.
Klaviyo is committed to a policy of equal opportunity and non-discrimination. We do not discriminate on the basis of race, ethnicity, citizenship, national origin, color, religion or religious creed, age, sex (including pregnancy), gender identity, sexual orientation, physical or mental disability, veteran or active military status, marital status, criminal record, genetics, retaliation, sexual harassment or any other characteristic protected by applicable law.
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By
Klaviyo
Klaviyo is a global technology company committed to providing a marketing automation platform, used primarily for email marketing and SMS marketing by approximately 143,000 e-commerce merchants.
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