Hospitality & Guest Coordinator

Founded in 1993, DivcoWest is a multi-disciplinary real estate investment firm headquartered in San Francisco, with offices in Los Angeles, Menlo Park, Cambridge, Washington DC, Austin, and New York City. Known for our long-standing relationships and track record of success in innovation markets, DivcoWest combines entrepreneurial spirit with an institutional approach.

DivcoWest aims to create environments that inspire ingenuity, promote growth, and enhance the health, happiness, and well-being of all people. A disciplined code of ethics is at the core of all that we do. We believe that the collective energy of a diverse team is what drives our creative ideas and solutions.

Summary

The Hospitality & Guest Experience Coordinator plays a pivotal role in shaping the first impression of DivcoWest’s headquarters. This individual ensures a seamless and welcoming experience for visitors, investors, candidates, and employees, while also maintaining the physical environment to reflect the company’s high standards. Beyond guest-facing responsibilities, the Hospitality & Guest Experience Coordinator oversees critical hospitality processes such as the Hospitality Intake Form, visitor access, and serves as a central point of communication between DivcoWest and visitors. This role has clear ownership of in-office company meetings with internal and/or external guests, ensuring all logistics, hospitality touchpoints, and attendee experiences are seamlessly managed.

This role requires 4 days a week in office at our San Francisco, CA location. Daily schedule will be 8:30am-5:00pm Monday-Thursday. Overtime may be required for special events/ projects. Possibility for add-on hours for admin work based on aptitude and bandwidth. 

The ideal candidate is a highly organized, detail-oriented individual who combines exceptional interpersonal skills with a passion for service excellence. The Hospitality & Guest Experience Coordinator should possess a proactive and adaptable approach to problem-solving and be able to manage multiple priorities with poise and professionalism. Strong communication skills are essential, as this role requires effective coordination across various departments and clear, engaging interaction with guests and team members alike. The successful candidate will also demonstrate a keen ability to oversee projects, manage relationships, and maintain meticulous records. A background in hospitality or administrative roles within dynamic, fast-paced environments would be highly beneficial. This role is perfect for someone who thrives in a collaborative setting and is committed to enhancing workplace culture and visitor experience.

Responsibilities

Meeting Coordination:

• Oversee and manage the 301 Howard Guest + Event Form process: including reviewing submissions, coordinating requests, and ensuring timely communication with employees to support seamless meetings and guest arrivals.

• Responsible for managing the full lifecycle of meetings (to include internal and external guests), including scheduling, and all logistics such as room setup/cleanup, technology coordination, video conferencing, and catering to ensure seamless execution.
• Maintain meeting spaces to ensure they are properly equipped, stocked, and ready for use.
• Identify opportunities to improve meeting processes and enhance the overall attendee experience.

Visitor Experience:

• Create a welcoming atmosphere on the 21^st floor: Maintain a professional and polished environment across all visitor-facing spaces.

• Reception areas maintained: e.g., music, fresh coffee/tea, load/unload dishwashers, etc.
• Ensure printer is fully functioning and stocked/room is clean and organized
• Conduct daily walkthroughs of conference rooms, pods and shared spaces to maintain a guest and investor-ready workspace.
• Clean the espresso machine as needed throughout the day and ensure it is serviced every other week.
• Report any repairs and maintenance issues to the Associate Director of Events & Experiences
• Oversee 301hconcierge inbox and calendar.
  • Respond timely to inbox requests/messages.
  • Confirm calendared events and meetings with hosts.
  • Coordinate conference room availability as needed.
• Coordinate visitor access by issuing badges, logging guests into security and be a point of contact for additional arrival needs/instructions.
  • Welcome and assist all visitors, investors, and employees, ensuring they are escorted and/or know where they are to go upon arrival in our office.
  • Proactively identify and address guest needs to ensure a best-in-class experience reflective of DivcoWest’ s brand (e.g. offer beverages, show to restrooms, etc.).
• Interview Experience: print interview materials (enough copies for all necessary parties) – resumes, agenda, etc.; meet and escort to conference room(s), provide office tours.

    Administrative Duties:

• Manage all incoming and outgoing mail and deliveries, including FedEx, USPS, and other couriers.
• Complete administrative projects as assigned by the Associate Director of Events & Experiences.

Qualifications

• Bachelor’s degree preferred; Hospitality, Administration, or a comparable study, is a plus.
• Passion for hospitality and customer service.
• Strong interpersonal skills.
• Self-starter with the ability to operate with a sense of urgency.
• Ability to manage time, prioritize workload, and communicate updates to their direct supervisor.
• Extraordinary attention to detail and strong organizational skills.
• Able to interact with key stakeholders within and outside of the organization.
• Collaborative by nature and excited to work as part of a larger team.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint.)
• Comfortable with technology and able to learn new systems quickly.
• Ability to work overtime as needed.

Must be able to lift or move items of at least 30lbs and to sit or stand for long periods of time.

Compensation

• $20 – 30 / hour
• Annual bonus opportunity
• Full benefits
• 401k
• Weekly Lunch Stipend

Divco West Services, LLC (“Company”), an equal opportunity employer, is committed to equal opportunity for all employees and applicants.  The Company recruits, hires, trains, promotes, pays, and administers all personnel actions without regard to race, color, religion, sex (including pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), sex stereotyping (including assumptions about a person’s appearance or behavior, gender roles, gender expression, or gender identity), gender, gender identity, gender expression, national origin, age, mental or physical disability, ancestry, medical condition, marital status, military or veteran status, citizenship status, sexual orientation, genetic information, or any other status protected by applicable law.  We interpret these protected statuses broadly to include both the actual status and also any perceptions and assumptions made regarding these statuses. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. Please review our company Privacy Policy regarding the use of any personal information you provide us at: https://www.divcowest.com/privacy-policy/

This policy applies to all areas of employment, including recruitment, testing, screening, hiring, selection for training, upgrading, transfer, demotion, layoff, discipline, termination, compensation, benefits, and all other privileges, terms, and conditions of employment.  This policy and the law prohibit employment discrimination against any employee or applicant on the basis of any legally protected status outlined above.