Workplace Coordinator

The Workplace Coordinator role requires an organized, detail-oriented, and proactive individual to support a dynamic workplace operations team. This position is responsible for delivering exceptional customer service, managing projects, maintaining key vendor relationships, and overseeing day-to-day office operations to ensure a best-in-class work environment. The ideal candidate is curious, resourceful, and committed to supporting employees, visitors, guests, and vendors with professionalism and a positive attitude.

Responsibilities:

• Customer Service, Deliver an exceptional experience to employees, visitors, board members, candidates, and all workplace guests.
• Manage ServiceNow tickets within the Workplace SLA with a strong focus on timely and effective customer delivery.
• Building Management Liaison: Submit building management tickets on behalf of the organization and coordinate vendor access and required documentation for onsite work.
• Continuous Improvement: Participate in improving operational processes and protocols to increase overall efficiency within the workplace operations pipeline.
• Communication: Provide timely and accurate communication to employees on all workplace-impacting updates (building issues, events, holiday schedules, etc.).
• Professionally interact with business leaders and draft clear, polished emails as needed.
• Event Support: Assist the Workplace Manager with setup, coordination, and restoration of spaces for internal events (e.g., All Hands, Tech Talks, Board Meetings, ERG events).
• Team Collaboration: Support all functions of the workplace operations team across programs, initiatives, projects, daily coverage, and general assistance.
• Represent the client's Workplace brand and maintain strong partnerships with internal and external teams.
• Financial Support: Assist with procurement processes to ensure alignment with workplace budgets.
• Oversee timely submission and proper processing of vendor invoices per payment terms.
• Support the Site Manager with budget management and financial tracking.

Skills:

• 2–5 years of experience in workplace, facilities, or office management support.
• Excellent written and verbal communication skills.
• Strong problem-solving and decision-making capabilities.
• Ability to multitask and prioritize effectively in a fast-paced, dynamic environment.
• Highly methodical, analytical, and organized approach to work.
• Ability to work independently as well as with direct supervision when required.
• Strong customer support skills and the ability to handle stressful situations professionally.
• Excellent time management skills with the ability to deliver on long-term projects and daily tasks.
• Flexibility to adapt to changing schedules, including occasional early mornings, late nights, and weekends.
• Ability to lift at least 25 lbs. and maneuver heavier items as needed.