Coordinator, Workplace Ops (6-month contract) - NYC
New York City, United States
People Operations – HR Services /
Contractor (Independent) /
On-site
Deadline to apply: Wednesday, July 30th at 5pm EST
About the Team
Our vision is to create an environment where employees can do their best work, foster deep connection & experience organizational engagement. By focusing on building and redefining Workplace Ops programs, we aim to cultivate employee engagement, productivity, & high morale through thoughtful delivery and execution of our programming.
About the role
As a Workplace Ops Coordinator, you will manage front desk operations and coordinate facilities requests & services as part of the Workplace ops team. You will be responsible for interfacing with employees, guests & clients visiting the office, providing them with support in navigating our facilities. You will also coordinate a range of daily operational tasks - including coordinating maintenance repairs, liaising with on-site 3rd party vendors and carrying out administrative tasks that support the optimal running of the workplace. Please note: This is a part-time in-office position 3 days per week, 8:00am - 4:30pm.
In this role you'll have the opportunity to:
- Front Desk Coordination:
- Managing daily in-office operations and providing general support to the team. This includes but is not limited to answering general queries from staff, managing seat booking requests, sorting mail and handling access pass distribution
- Supporting employee requests, monitoring the internal office communication channel & workplace management tool, Eden, daily - actioning same day requests
- Interfacing with guests visiting the office
- Liaison with on-site facility vendors who provide services for our food program, cleaning service, maintenance/repairs, as well as collaborating with our building operator on base building issues
- Carrying out administrative tasks for a range of programs including coworking, travel and team on-sites etc.
- Sorting inbound mail & deliveries, coordinating internal distribution and arranging outbound mail couriers
- Facilities & Operational Support
- Overseeing facility requests end to end including, overseeing the maintenance ticket system for help desk, lockers, heating/cooling, lights out, leaks and other requests. Scheduling repairs accordingly based on these tickets
- Managing 3rd party facility vendors while on-site (pest control, compost, C02 machines, plant care etc.) providing vendors access, verifying work completion & tracking invoices
- Coordinating general maintenance repairs with 3rd party vendors, coordinating seasonal transitional maintenance, tracking preventative maintenance requests and ad hoc projects
- Coordinating the food service program, updating daily lunch count, monitoring fluctuations, tracking lunch feedback and making necessary adjustments
- Monitoring service levels based on desk booking/occupancy, aligning lunch, pantry, coffee, and cleaning services based on in office numbers
- Overseeing weekly coworking logistics (employee pass management and room booking)
- Coordinating Health & Safety measures, conducting regular safety checks - fire extinguisher, AED, first aid kit supplies, flagging safety concerns and overall compliance, coordinating fire warden & first aid training, preparing for annual fire drill pre-training and communications
- Community & On-site Event Support
- Supporting the execution of in person & remote programming, including company-wide events, team building on-sites & community building activities
- Supporting the end to end experience of employees in-person experience - from travel, to desk booking, room booking & ordering related office supplies
- Coordinating the operations of in-person events with external guests. Including booking additional security, providing door & elevator access, coordinating vendors
