Workplace Experience Coordinator, Smartly.io
Part Time
+ Equity Grants
More information about location
AI-powered advertising platform
Open for applications
AI-powered advertising platform
501-1000 employees
Open for applications
+ Equity Grants
More information about location
501-1000 employees
Company mission
To unify the full funnel of marketing and break silos between advertisers, marketers, and creatives.
Role
Who you are
- Previous experience in office administration, workplace operations, hospitality, reception, facilities coordination, or a similar customer-facing role
- Experience working with vendors and external service providers is an advantage
- Comfortable managing office supplies, inventory, purchasing, and day-to-day office operations
- Experience supporting employees, visitors, and guests in a professional environment
- Proficiency with Microsoft Office or Google Workspace; experience with Slack or similar collaboration tools is a plus
- Strong written and verbal communication skills in English
- Friendly, approachable, and passionate about creating a positive workplace experience
- Naturally service-oriented with a hospitality mindset
- Highly organized and able to manage multiple priorities independently
- Proactive, dependable, and comfortable taking ownership of day-to-day responsibilities
- Hands-on, resourceful, and willing to jump in wherever needed
- Enjoy working collaboratively in a dynamic and inclusive environment
What the job involves
- We are looking for a proactive and service-oriented Workplace Experience Coordinator to independently manage the day-to-day operations of our Chicago office. As the primary on-site contact, you will help create a welcoming, organized, and engaging workplace for employees, visitors, and external partners
- Working closely with our global Workplace Experience team, you will play an important role in ensuring our office operates smoothly while delivering an exceptional employee and visitor experience. This role combines office administration, hospitality, workplace operations, and event coordination to foster a positive and productive work environment
- This is a part-time, on-site position based in our Chicago office, working Tuesdays, Wednesdays, Thursdays from 8:00 AM to 2:00 PM (18 hours per week), with occasional flexibility to work additional hours to support business needs, meetings, or company events
- Office Operations
- Manage the day-to-day operations of the Chicago office, ensuring a safe, organized, and efficient workplace
- Order and maintain office, kitchen, pantry, and hospitality supplies, ensuring the office is fully stocked and presented to a high standard
- Coordinate grocery orders, catering, snacks, beverages, and refreshments for employees, meetings, and events
- Maintain office supplies, equipment, and inventory, coordinating purchases and replenishment as needed
- Liaise with vendors, service providers, and building management to ensure the office is well maintained
- Conduct regular office walkthroughs to ensure workspaces, kitchens, and common areas are clean, organized, and functioning effectively
- Handle incoming and outgoing mail, deliveries, and general office logistics
- Employee & Visitor Experience
- Serve as the first point of contact for employees, visitors, and vendors, creating a warm, welcoming, and professional office environment
- Prepare meeting rooms and shared spaces for meetings and events
- Support internal meetings and contribute to the smooth day-to-day running of the office
- Support employee engagement activities, celebrations, and workplace initiatives
- Assist with the planning and execution of customer visits and company events in partnership with the global Workplace Experience team
- Support the onboarding experience for new employees by preparing necessary welcome materials
Our take
Smartly.io helps advertisers automate their campaigns across the largest media platforms, including Facebook, Instagram, TikTok and Pinterest. After seeing quick success following Facebookâs 2012 IPO, the company now works with over 700 brands including eBay, Uber, Ralph Lauren, Under Armour and TechStyle.
Its suite of tools automatically creates ads and videos from product images - handling budget allocation and audience targeting, as well as analysing where and when to purchase advertising. Consequently, Smartly.io has positioned itself to play a leading role in a market where brand and performance work are converging.
Smartly.io sold a majority stake to Providence Equity Partners in 2019 in a move to further its presence in the US. The company has since gone on to make several acquisitions of its own with Viralspace.ai and Ad-Lib.io. Smartly.io's ability to adapt to evolving advertising trends supports its continued growth, and its introduction of AI-powered intelligence across its platform shows it is keeping up with technology trends too.
Kirsty
Company Specialist at Welcome to the Jungle
Insights
Company
Funding (1 round)
Apr 2015
$3m
SERIES A
Total funding: $3m
Company benefits
- Generous healthcare packages and mental health services
- Career development opportunities, bonus programs and annual performance reviews
- Hybrid working model, with the option to work abroad for up to 30 days
- Company equity options program
- Paid holidays, OOO time and family leaves
Company HQ
Kluuvi, Helsinki
Leadership
Tuomo Riekki
(Co-founder, Board Member & Advisor)Initially served as CPO of the company. Also the founder of Focal and Zero, and previously founded DealMachine and Metrify.io.
Kristo Ovaska
(Co-founder & Board Member)Founder and CEO at Taito.ai. Initially served as CEO of the company. Previously founded Metrify.io, Startup Sauna, and Funrank.
Laura Desmond
(CEO)Also Founder and CEO at Eagle Vista Partners, and Operating Partner at Providence Equity Partners, as well as being a Board Member at Adobe and DoubleVerify. Former CEO of Starcom.
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