Facilities & Workplace Solutions Specialist

Job Description

About the Role:

Facilities & Workplace Solutions Specialist

The Facilities & Workplace Solutions Specialist is an on-site, proactive operational professional responsible for managing day-to-day facility operations, vendor services, building readiness, and workplace employee services. Reporting directly to the Workplace Solutions Director, this role serves as a crucial operational right-hand-ensuring site safety, seamless office efficiency, and exceptional customer service across assigned locations. The ideal candidate blends technical facility coordination skills with strong administrative capabilities, anticipating needs and resolving challenges independently.

Essential Job Responsibilities:

Facility Operations & Vendor Management

• Daily Facility Operations: Independently manage day-to-day facility and building operations across assigned locations to ensure continuous operational readiness, functional work environments, and safety standards.
• Vendor Coordination: Manage relationships and performance for service providers, building management, landlords, janitorial staff, and maintenance contractors. Monitor work quality, coordinate service follow-ups, and hold vendors accountable.
• Maintenance & Work Orders: Proactively inspect spaces to identify HVAC, plumbing, electrical, access control, and general maintenance issues before escalation. Log, track, and resolve work orders using facility systems.
• Preventive Maintenance & Safety: Coordinate preventive maintenance schedules, site inspections, compliance activities, and emergency preparedness plans to support site safety and risk mitigation.
• Workplace Support: Assist with office moves, workplace projects, operational improvements, and workplace support initiatives as needed.

Director & Operational Leadership Support

• Executive Support: Serve as the operational right-hand to the Workplace Solutions Director-managing daily priorities, tracking action items, scheduling, and anticipating project roadblocks.
• Site Coverage: Act as the primary operational point of contact and maintain continuous operational support when the Director is offsite.
• Financial & Administrative Logistics: Monitor operational spending, track purchasing activities, process vendor invoices, and maintain operational documentation, spreadsheets, and performance metric trackers.
• Facility Projects: Support facility operational projects including repairs, workplace layout adjustments, operational improvements, and furniture relocations.

Employee & Visitor Experience

• Front-of-House Management: Provide high-touch reception coverage, welcome visitors, and enforce visitor security protocols, badging, and parking access.
• Employee Support: Act as the first line of contact for employee workplace requests, resolving facilities issues promptly with clear, customer-focused communication.
• Event & Meeting Logistics: Independently oversee conference room readiness, technology setups, supply management, and event coordination for company meetings.

Mail, Inventory & Logistics

• Shipping & Receiving: Process, sort, and distribute incoming/outgoing mail, parcel shipments, and time-sensitive packages while maintaining precise shipping logs.
• Inventory Management: Monitor and replenish supply inventory across breakrooms, conference rooms, print stations, and common spaces.

Qualifications & Physical Requirements

• Experience: 3-5 years of experience in facilities coordination, workplace operations, building operations, or hospitality administrative support. Experience managing external vendors and maintenance activities is required.
• Education: High school diploma or equivalent required; Associate or Bachelor's degree preferred.
• Technical Skills: Intermediate-to-advanced proficiency in Microsoft Office Suite (Outlook, Teams, Excel, Word) and hands-on experience using work-order management or facility ticketing platforms.
• Key Traits: Exceptional organizational skills with a proven track record of handling workplace priorities independently. Strong verbal and written communication skills with a customer-first approach.
• Discretion: High level of professionalism and discretion when handling confidential business information.
• Physical & On-Site Requirements: This is a 100% on-site role requiring regular physical presence. Candidates must have the ability to move throughout the facility for extended periods, including walking, standing, climbing stairs, and occasionally lifting or moving up to 50 lbs. of operational materials.
• Support additional workplace operations and site support activities as needed.

"The pay range for this position is $30 - $34/hr; however, base pay offered may vary depending on job-related knowledge, skills, and experience. Bonus opportunities may be provided as part of the compensation package, in addition to a full range of medical, financial, and/or other benefits, dependent on the position offered."

Salary : $30 - $34