Office Coordinator

Klaviyo is seeking an Office Coordinator to join our Boston 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 IT, People Operations, Marketing, 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 office.
• Responsible for staffing the front desk in coordination with other Office Coordinators and members of the Office Operations Team. 
• Field daily inquiries by employees in the Boston office on questions and issues. 
• Monitor Office Operations support ticket queue and resolve questions with comprehensive answers. 
• 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
• Manage office access for Klaviyo employees/new hires by creating, replacing and terminating access cards and work daily with the building security staff to ensure access cards work properly
• Assist in facilitating the future of work plan for the Boston Office and advocate for department and team needs.
• Utilize Robin to assist with assigning desks and helping Klaviyos find meeting spaces. 
• Facilitate meeting/event coordination and set up as needed.
• Assist in maintaining the overall appearance, maintenance, organization, and cleanliness of the owned areas of the office. Performing daily walkthroughs to ensure workstations, conference rooms and public spaces are clean and presentable.
• Utilize building ticketing system to place maintenance and building support requests
• Restock and maintain inventory and supply management of office supplies, cleaning supplies, bathroom supplies, PPE, etc.
• Own and organize office storage closets and coordination with stakeholders.
• Own and organize incoming mail and the mail room on a daily basis.
• 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.

Who You Are

• 1-2+ years of office, facilities, or related experience.
• Prior customer service, admin, or event management experience is a plus.
• 5 Days in office is required. 
• 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.

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