Workspace Experience Specialist

Job Summary

As Rovo’s Workspace Experience Specialist, you’ll own the day-to-day operations of our office and help create a workplace that’s organized, welcoming, and reflects our culture. You’ll combine strong admin and coordination skills with a great eye for detail, keeping everything running smoothly while elevating the overall office experience for the team.

Key Responsibilities

Office operations & administration

• Handle administrative duties, including (but not limited to) document management, scheduling, and office supplies maintenance.
• Coordinate office suppliers (cleaning, maintenance, deliveries, repairs, utilities, etc.), ensuring service quality and timely resolution of issues.
• Keep the office running smoothly day-to-day, anticipating needs and solving problems quickly
• Coordinate Health Safety Compliance by managing basic workplace safety procedures, first-aid kit restocking, incident logging, and vendor compliance documentation.
• Be the point person for office issues (repairs, HVAC, internet, access badges/keys), escalating when needed.
• Manage visitor access, meeting room readiness, and office hospitality (snacks, coffee, lunch orders when required).
• Improve internal workflows (vendor list, SOPs, onboarding checklists, inventory tracker) so operations are consistent and scalable.
• Manage incoming/outgoing mail, couriers, returns, and document shipments.
• Maintain a sustainability and cost optimization mindset by reducing waste, negotiating with vendors, and proposing office improvements that balance quality and cost.
• Keep our car fleet organized (maintenance schedules, insurance/inspection tracking, cleaning, usage coordination, and vendor coordination as needed) as well as parking spots.
• Help maintain tidy, functional shared spaces (meeting rooms, kitchen, storage areas), and continuously improve the office setup for comfort and productivity.

Purchasing, inventory asset management

• Take charge of purchasing office supplies, furniture, and equipment, ensuring they align with the office aesthetic and meet team needs.
• Maintain an organized inventory of office assets and supplies, reordering as necessary to prevent shortages.
• Manage office-related budgets (as applicable), track spend, and keep receipts/invoices organized.
• Coordinate with IT/provider for equipment ordering, repairs, replacements, and basic office tech readiness (without being the IT owner).

Onboarding & culture support

• Assist in onboarding activities, ensuring new hires are seamlessly integrated into the company culture (welcome setup, desk readiness, office tour, first-day logistics).
• Organize team events (in-office celebrations, off-sites, team moments), coordinating logistics end-to-end.

Executive & travel support

• Support the CEO and VPs with traveling (basic itinerary coordination, bookings, document readiness, travel-day support as needed).