Project Coordinator

We've reimagined the traditional in-office model with Virtual First, our approach to designing a more enlightened way of working. While remote work is our primary experience, we recognize that in-person connection remains essential to a thriving workforce.

As part of the Virtual First team, the Workplace Project Coordinator will play a critical role in ensuring seamless planning and execution across various workplace initiatives, with a strong focus on administrative excellence and coordination. This role will serve as a key partner to the Workplace Experience Program Manager, the Offsite Planning Team, and the Head of Workplace and Community Experience, helping to drive smooth operations and deliver exceptional offsite experiences.

Beyond offsite planning, this role will also provide broader project coordination, content management, and knowledge-sharing support for both internal and external audiences. This includes maintaining and organizing key program resources, such as documents, guides, and templates, and ensuring they are easily accessible and regularly updated. The role will also involve distributing relevant information to employees, ensuring they can access accurate and up-to-date resources related to Offsites, Neighborhoods (our employee engagement program), and other external facing (i.e. Virtual First Toolkit) workplace initiatives. The ideal candidate is highly organized, detail-oriented, has strong written and verbal communication skills, and is passionate about delivering high-touch customer service. This person will play a key role in helping Virtual First continue to foster connection, collaboration, and efficiency across Client.

Key Responsibilities

Customer Service and Stakeholder Support

1. Act as the first point of contact for general employee inquiries about the Offsite & Neighborhoods program and related initiatives. Neighborhoods is our global community program, allowing Client to foster local connection and engagement through co-working, events, volunteering opportunities, and more.
2. Track and manage offsite requests through the internal work ticketing system, email, and tracker updates, ensuring timely and professional responses. Support offsite planning by documenting requests and assisting with action items as needed.
3. Provide backend coordination with vendors, maintain and update resources, and track general logistics for OPT support.
4. Offer interim coverage for offsite logistics and workflows as needed, ensuring seamless execution in the absence of key team members. This role does not actively manage or lead offsite planning efforts.

Logistics and Program Operations

1. Coordinate logistical details for offsites, including booking spaces, drafting communications, tracking open action items, and liaising with vendors on behalf of teams.
2. Create cost analysis spreadsheets comparing location options, ensuring alignment with allocated budgets.
3. Facilitate post-offsite feedback surveys and compile actionable insights to improve future planning efforts.
4. Assist with light project coordination across multiple workflows, helping with documentation, gathering details, and providing administrative support as needed.
5. Maintain and organize key documents, folders, and resources for easy access by stakeholders.
6. Update, audit, and track existing resources to ensure they are accurate and accessible for planning efforts.
7. Monitor and manage data, contribute to reporting, and support program performance through data tracking and management.
8. Generate specifications sheets and maintain up to date external digital media information (i.e., visual graphics, articles, and templates) in Adobe Experience Manager platform, no prior experience needed.
9. Manage and update essential planning templates, FAQs, process documentation, and internal knowledge articles. Ensure these resources remain accurate, consistent, and easily accessible across shared platforms like Confluence, Client Paper, and the intranet.

Requirements

1. 1+ years of experience in administrative coordination, workplace programs, event planning, or operations support.
2. Strong organizational and project coordination skills, including managing documentation, calendars, and task trackers.
3. Excellent written and verbal communication skills, with the ability to liaise effectively with employees, vendors, and stakeholders.
4. Experience handling logistical coordination for events, meetings, or team gatherings, including vendor communication and troubleshooting.
5. Proficiency in Google Workspace (Docs, Sheets, Slides), Slack, and ticketing / project management tools such as ServiceNow, Asana, or similar.
6. Ability to prioritize and manage multiple tasks in a fast-paced, evolving environment.
7. Strong attention to detail and problem-solving skills, with the ability to work both independently and collaboratively.

Preferred Qualifications

1. Experience with budget tracking, cost analysis, or financial coordination for programs or events.
2. Familiarity with remote / hybrid workplace programs, employee engagement, or workplace experience initiatives.
3. Background in content management and knowledge-sharing tools (e.g., Confluence, Client Paper, Notion).
4. Experience supporting cross-functional teams or assisting in the execution of workplace or employee experience programs.