Events & Workplace Services Planner

The Workplace Services (WPS) Planner position is based in Sunnyvale, CA and is a six-month contract role that plays a vital role in managing and coordinating workplace events and space reservations within a dynamic corporate environment. This position reports directly to the Manager of Facilities Operations and Services and works closely with the Workplace Services Events Coordinator to ensure seamless execution of workplace events and smooth communication among involved stakeholders. The employer is likely a technology or corporate company with a focus on maintaining a well-organized, comfortable, and efficient workplace for its employees and visitors. As the frontline contact for event-related inquiries and reservations, the WPS Planner oversees every aspect from initial request processing to final event support, ensuring all details align with company policies and operational standards.

This role demands a proactive and detail-oriented individual who is skilled at multitasking and prioritizing. The WPS Planner monitors the Workplace Services inbox to track all event inquiries and space reservation requests, manages incoming requests through the Cvent ticketing system, and handles follow-ups whenever additional information is required from requestors. The Planner is also responsible for creating daily schedules for event technicians and coordinating support services such as Facilities and Janitorial teams to guarantee events are well supported. A key part of this role involves engaging with event organizers in advance of the event, including conducting a week-before check-in to confirm any last-minute changes and walking the event spaces with requestors as needed to ensure all logistical elements are clearly understood and addressed.

The ideal candidate must possess excellent interpersonal and communication skills, being capable of interacting effectively across multiple business units within the organization. Strong critical thinking and problem-solving skills are essential for making informed decisions and innovating solutions that enhance workplace events. Additionally, the role requires proficient use of Outlook and the ability to convey ideas clearly both in writing and verbally, whether through proposals, meeting facilitation, or presentations. The Planner’s ability to cross-collaborate with diverse teams contributes significantly to the success of all events.

In terms of environment, this role involves regular walking and onsite assessment of facilities to monitor services and event setups, which demands physical activity and keen attention to event logistics and detail. With a minimum of two years’ experience in event management, the candidate will bring a foundational understanding of how to manage workplace events efficiently, anticipating and solving problems before they arise. The WPS Planner is an integral part of the company’s commitment to delivering exceptional onsite experiences and supporting the smooth operation of workplace services throughout the event lifecycle.