Workplace Operations Coordinator

ABOUT INTAPP 

Intapp is the governed AI platform for professional firms in highly regulated industries. Our vertically tailored solutions are built for the specialized workflows, complex relationship networks, and professional compliance requirements of accounting, consulting, investment banking, law, private capital, and real assets firms. The world's top professional firms trust Intapp to help their partners, dealmakers, and advisors drive growth, manage compliance, and improve profitability. 

The workplace operations coordinator is the central point of contact for day-to-day operations at Intapp's Palo Alto headquarters, responsible for creating a welcoming, well-run workplace — from visitor arrival to the logistics behind every event, vendor, and office program. You'll work closely with the Sr. Manager, Workplaces & Facilities and partner with HR, IT, Finance, Procurement, Infosec, and Executive Assistants. This is a hands-on, high-visibility role for someone who takes ownership, thrives on variety, and cares about the employee experience. 

What you will do:

Front desk and visitor experience 

• Serve as the first point of contact for employees, clients, candidates, and visitors; manage check-in via Envoy and direct visitors to conference rooms and team members 

• Answer employee questions on workplace and facilities; create and route tickets to the correct team 

Office operations and vendor management 

• Manage the food and beverage program and supplier relationships; oversee the Tuesday–Thursday lunch program with Fooda 

• Coordinate office vendors and contractor work: minor build-outs, painting, electrical, plumbing, HVAC, plant care, furniture installation, coffee maintenance, and signage 

• Maintain the copier and printer fleet (Palo Alto 3rd Floor and New York 11th Floor) — schedule maintenance and order toner and supplies 

• Order and stock office supplies (stationery, dry-erase markers, paper goods, kitchen consumables) across breakrooms and common areas; manage vendor relationships with Office Depot and Amazon 

• Process vendor onboarding via Cobblestone and Zip; generate POs in Zip 

Shipping, receiving, and mail services 

• Create shipping labels and assist employees with outbound packages via FedEx, UPS, and USPS; pick up, sort, and distribute incoming mail 

• Support large-scale mailings for HR and Finance; process certified mail at the Post Office when required 

Events and employee programs 

• Plan and execute corporate events — birthday celebrations, holiday events, and quarterly programming (massage days, happy hours, Intapp-approved national day recognitions) 

• Manage the full event lifecycle: source vendors, procure catering and supplies, communicate with the office, run setup and breakdown, and coordinate cleanup with facilities 

• Partner with IT on AV and technology setup for all-hands, town halls, and team events; support Executive Assistants with conference room bookings and ad hoc projects 

New hire orientation and onboarding 

• Present at HR new hire orientation — introduce the workplace team, cover facilities resources, and share office guidelines 

• Prepare new hire materials (tent cards, onboarding slides) and coordinate orientation catering 

• Ensure desks are clean and functional, and coordinate IT connectivity testing 

Space planning and workstation management 

• Coordinate employee workspace moves with the facilities team and department stakeholders; maintain the seating chart for accuracy and efficient space use 

• Perform workstation tasks: adjust sit/stand desks, set up monitors and equipment, install keyboard trays, mount whiteboards, and relocate furniture 

• Ship equipment and materials to global Intapp offices as required 

Facilities, safety, and compliance 

• Support the Emergency Response Team (ERT): coordinate membership, keep evacuation and emergency plans current, and run semi-annual fire drills 

• Ensure fire life safety systems (extinguishers, sprinklers, risers, AEDs) are maintained and compliant 

• Maintain call trees and SOPs for emergency and safety scenarios; update documentation regularly 

Flexible workspace and membership management 

• Support Intapp's relationships with flexible workspace providers to ensure seamless employee access at co-working locations; partner with local community teams to resolve day-to-day issues 

• Activate and deactivate membership access cards; maintain the access database and run monthly audits 

• Coordinate employee relocations to new or vacated flexible workspace locations and support office decommission 

What you will need:

The ideal candidate brings operational rigor and genuine enthusiasm for creating a great workplace. You don't need every item below, but you should be energized by the variety. 

• 2+ years of experience in workplace, facilities, office management, or a related coordination role 

• Strong organizational skills, ability to manage multiple priorities, and excellent written and verbal communication 

• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams), visitor management systems (Envoy or similar), and shipping platforms (FedEx, UPS, USPS); workplace or facilities ticketing system experience a plus 

• Proactive, service-oriented mindset with attention to detail; sound judgment and ability to work independently in a fast-paced environment; high discretion handling confidential information 

• Experience coordinating events, vendor relationships, or office programs; comfortable with physical tasks like moving furniture and setting up workstations 

What you will gain:

At Intapp, you’ll get the opportunity to bring your talents and intellectual curiosity to create better outcomes for our people and our clients. You’ll be part of a growing public company, with a modern work environment that’s connected yet flexible and where your professional growth and well-being are top priorities.  We’ll collaborate and grow together, supporting each other in a positive, open atmosphere that fosters creativity, innovation, and teamwork. 

Here, you will have the opportunity to:

• Expand Your Skills: Unlock your potential with professional development opportunities supported by a community of experienced professionals. We offer reimbursement for training and continuing education to help you stay ahead in your career.
• Enjoy Where You Work: Thrive in our modern, open offices designed to inspire creativity and collaboration. Our complimentary lunches and fully stocked kitchens ensure you have everything you need to stay energized throughout the day.
• Support What Matters Most: Our comprehensive wellness and flexible time off programs and our benefits are designed to care for you and your family.  Our family-formation benefits and support during your family-building journey ensure you have the resources you need when it matters most. We believe in giving back and supporting our communities with paid volunteer time off and a donation matching program for the causes you care about. 

Your actual base salary will be determined by factors such as relevant experience, geographic location, and internal equity. In addition to base salary, variable compensation and equity may also be included.

Intapp provides equal employment opportunities to all qualified applicants and will make hiring decisions without regard to race, color, sex, sexual orientation, gender identity or expression, religion, national origin or ancestry, age, disability, marital status, pregnancy, protected veteran status, protected genetic information, political affiliation, or any other characteristic protected by federal, state or local laws.

Please note: Intapp will not hire through text message, social media, or email alone. We will never extend a job offer unless you have been contacted directly by an Intapp recruiter and have participated in the interview process which will generally consist of 3 or more virtual or in person meetings. Please note that Intapp only uses company email addresses, which contain “@intapp.com” or “@dealcloud.com” to communicate with candidates via email. Intapp will never ask for financial information of any kind or for any payment during the job application process. We post all legitimate job openings on the Intapp Career Site at https://www.intapp.com/working-at-intapp/. If you believe you were a victim of such a scam, you may contact your local authorities. Intapp is not responsible for any claims, losses, damages, or expenses resulting from scammers.