Workplace Experience Coordinator - Palo Alto

BAIN CAPITAL OVERVIEW

With approximately $225 billion of assets under management, Bain Capital is one of the world’s leading private investment firms. We create lasting impact for our investors, teams, businesses, and the communities in which we live. Over four decades we have strategically grown our platform to focus on Private Equity, Growth & Venture, Capital Solutions, Credit, and Real Assets. Today, our team includes 1,985+ employees in 24 offices on four continents.

We partner differently to help people and companies embrace possibility and realize potential. Founded as a private partnership in 1984, we have fostered a culture of innovation, entrepreneurialism, and agility, empowering our people to define and own their career trajectories. Today, our partnership approach enables us to pursue strategic growth, build enduring relationships with a robust external network, and collaborate across our integrated platform to connect the deep and diverse expertise that unlocks breakthrough insights.

Our people are the heart of our advantage. Colleagues at all levels have a seat at the table as they tackle business challenges with a principal investor mindset. By asking incisive questions, respectfully challenging one another, and remaining intellectually agile, we work together to achieve exceptional outcomes.

Bain Capital Ventures (BCV) is a partnership within Bain Capital, one of the world's largest private investment firms with $225B under management and 24 offices across 4 continents. BCV invests in outlier founders across stages from its offices in San Francisco, Palo Alto, and New York. BCV has helped launch and grow over 400 companies across 20+ years in business, including Cognition, Crusoe, Decagon, Docusign, Flywire, Kiva Systems, Jet.com, LinkedIn, Moveworks, Rapid7, and Redis. As part of Bain Capital, one of the world's largest private financial institutions, BCV delivers targeted support at every stage of the company-building journey.

For more information visit: Bain Capital

About the Role & Team:

As a Workplace

Experience

• Coordinator, you’ll play an important role in making Bain Capital’s Palo Alto office a welcoming, efficient, and engaging place to work. You’ll own and support the day-to-day operations of the office—from facilities, vendors, supplies, meetings, and events to the overall employee and guest experience—while partnering closely with the Workplace Experience team in San Francisco, IT, and Bain Capital Ventures (BCV).

• This is a highly visible, hands-on role for someone who notices what needs to be done, takes ownership, and is energized by variety. While workplace and administrative operations will be at the core of the position, we’re looking for someone whose curiosity extends beyond the physical office—someone who is interested in learning about the broader BCV ecosystem, building meaningful relationships with the Portfolio Companies working from our space, and stepping in to support ad hoc projects and evolving business needs.

• The right person will be comfortable operating as a flexible administrative and operational resource: equally willing to ensure the office is running flawlessly, help a Portfolio Company navigate the space, coordinate an important meeting, or jump into a new project for the BCV team. This is a great opportunity for someone who enjoys being useful, learning quickly, and broadening their experience over time.

• You’ll report to the Workplace

Experience

• Manager and play an important role in ensuring the Palo Alto office runs smoothly while delivering a high-touch experience for employees, guests, and Portfolio Companies.

• This is a fully in-office position based in Palo Alto, five days per week, Monday through Friday, from 8:00 a.m. to 5:00 p.m.

What You’ll Do

• Own day-to-day office and facilities operations, including space readiness, office supplies, maintenance requests, and coordination with building management.

• Manage building and office access for Portfolio Companies and BCV guests, helping ensure appropriate access controls and that office capacity is maintained.

• Serve as a welcoming and trusted point of contact for the Portfolio Companies working from the Palo Alto office, building strong relationships and helping them navigate workplace needs, resources, and day-to-day questions.

• Develop an understanding of the Portfolio Companies and broader BCV community in order to anticipate needs, connect people with the right resources, and contribute to a thoughtful and highly connected office environment.

• Provide flexible administrative and project support to the BCV team as needs arise. This may include helping coordinate meetings or events, conducting light research, organizing information, supporting special projects, preparing materials, or taking on other ad hoc assignments.

• Approach new assignments with intellectual curiosity and a willingness to learn, even when the work falls outside traditional workplace operations responsibilities.

• Manage the office snack and beverage program, including ordering, stocking, inventory management, and quarterly product rotations.

• Coordinate and manage workplace vendors while building strong working relationships with the building’s Property Management team and other service partners.

• Deliver a high-touch, hospitality-driven workplace experience for employees, executives, guests, and Portfolio Companies.

• Coordinate onsite meetings, employee events, Portfolio Company gatherings, appreciation initiatives, and office activations, ensuring spaces and services are thoughtfully prepared.

• Partner with IT and People teams to support Portfolio Company Day 1 logistics, including desk assignments, workstation readiness, office orientation, and badge-access coordination.

• Serve as a go-to resource for questions regarding the office, amenities, workplace services, building operations, and other onsite needs.

• Partner cross-functionally on workplace projects, office communications, safety and emergency preparedness, documentation, and other operational initiatives.

• Proactively identify workplace needs and opportunities for improvement, following issues through from identification to resolution.

• Look for opportunities to improve how the Palo Alto office supports BCV and its Portfolio Companies, bringing forward ideas rather than simply executing established processes.

• Provide additional onsite, administrative, and project support as needs arise, particularly during busy periods, events, executive visits, Portfolio Company activities, or changing business priorities.

• Remain flexible as the role evolves, with an openness to taking on new responsibilities and expanding your experience across workplace, administrative, and business-support activities.

• Occasionally support onsite events outside of standard business hours. Eligible after-hours support will be compensated with overtime pay.

• Occasionally support the San Francisco office, partnering with the broader Workplace team to provide coverage and additional onsite support as needed.

• What You’ll Bring

You’ll be a great addition to the team if:

• You are intellectually curious and interested in understanding the people, companies, and work happening around you—not just the operational task in front of you.

• You enjoy building genuine relationships and are energized by interacting with a wide range of people, including employees, executives, founders, Portfolio Company teams, guests, vendors, and building partners.

• You have a service-oriented mindset and take pride in being someone others can rely on, whether the need is operational, administrative, or something entirely new.

• You are highly organized and comfortable managing multiple priorities, vendors, projects, and last-minute requests without losing sight of the details.

• You have a strong bias toward action and use sound judgment to solve problems independently while knowing when to escalate.

• You communicate clearly, professionally, and warmly and are comfortable interacting with people at all levels of an organization.

• You bring a hospitality-first, white-glove service mindset and enjoy creating an exceptional onsite experience.

• You are comfortable working independently in a fast-paced environment and remain composed and solutions-oriented when priorities shift or unexpected needs arise.

• You are proactive, resourceful, and attentive to the details that make a workplace feel polished and well run.

• You are eager to learn and willing to stretch beyond a defined job description, taking on new projects and responsibilities as opportunities arise.

• You are comfortable moving between highly tactical responsibilities and broader project-based work and understand that both are important to the success of the role.

• You are excited to use technology and AI-enabled tools to work more efficiently and are comfortable learning new systems.

• Minimum Qualifications

• 2+ years of experience in workplace operations, office coordination, facilities, hospitality, administrative operations, executive or team support, or a related field.

• Experience managing vendors and coordinating invoices, purchase orders, or similar operational workflows.

• Strong organizational and project-management skills, with the ability to manage multiple workstreams and follow requests through to completion.

• Experience coordinating office events, employee programming, facilities needs, meeting logistics, onboarding activities, or administrative projects.

• Strong interpersonal and customer-service skills, with experience supporting a professional office environment.

• Demonstrated flexibility and willingness to take on responsibilities outside of a narrowly defined role.

• Proficiency with Microsoft Office, Google Workspace, and Slack, with the ability to quickly learn new workplace, facilities, administrative, and operational tools.

• Ability to work onsite in Bain Capital’s Palo Alto office Monday through Friday, 8:00 a.m. to 5:00 p.m.

• Compensation:

• Expected Annual Base Salary $90,000-$102,000

• Actual base salary will be determined by a wide range of factors including but not limited to role, function, level, experience, qualifications and geographic location. In addition to a competitive base salary, this position may be eligible for a discretionary annual bonus based upon factors such as individual impact, team and firm performance. Bain Capital offers a competitive benefits package designed to support employees’ health, financial security, family needs, and overall well-being.

• Bain Capital is an equal opportunity employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status.