Facilities Specialist

Position Summary

We are seeking a highly organized and proactive Workplace Operations Coordinator to be the backbone of our office. This role is crucial for ensuring the smooth daily operations of our organization by managing a wide range of administrative, financial, and people-focused tasks. The ideal candidate is a detail-oriented professional with excellent communication skills who can handle confidential information with discretion and positively influence our company culture. 

Key Responsibilities

Facilities Operations & Property Management

• Property Management Contact: Serve as the primary onsite tenant liaison for building management, submitting maintenance work orders, building access requests, and parking updates.
• Access Control Administration: Manage employee access control and badge systems with building management, including new hire provisioning, parking permissions, offboarding deactivations, and security audits.
• Janitorial & Day Porter Oversight: Oversee janitorial and day porter services, maintaining clear scopes of work and service expectations while adjusting duties as workplace needs evolve; monitor service quality, address gaps, and coordinate with vendors to ensure consistent upkeep and cleanliness.
• Onsite Vendor & Work Escort: Provide suite access for service contractors (HVAC, maintenance, handymen), ensure completed work meets company standards, and collect/maintain vendor Certificates of Insurance (COIs).
• Space Planning & Upkeep: Conduct regular floor walkthroughs to maintain space functionality, manage seating charts and desk assignments, coordinate physical desk moves, and oversee office freight/deliveries.
• Meeting Room & Tech Readiness: Ensure conference rooms and collaborative spaces are organized, fully functional, and ready for use; collaborate with IT to troubleshoot in-room AV issues.

EHS, Safety & Emergency Coordination

• First Responder & Inspector Point of Contact: Serve as the designated on-site contact for the local fire department, building safety inspectors, and emergency personnel during inspections, drills, and incidents.
• OSHA & Safety Compliance: Ensure the workplace complies with OSHA and local safety codes, maintaining clear egress routes, accessible fire extinguishers, proper safety signage, and proactive hazard mitigation.
• Emergency Preparedness: Maintain and stock first-aid stations, coordinate fire and evacuation drills, update emergency action plans, and lead office emergency response readiness.
• Ergonomics & Facilities Support: Conduct ergonomic workspace setups, address individual employee physical adjustments, and support hands-on facilities troubleshooting.

Employee Workplace Support & Swag

• Onboarding & Offboarding Support: Coordinate workplace-related onboarding and offboarding activities, including workspace readiness, badge handoffs, welcome materials, parking, and the collection/return of workplace property.
• Day-to-Day Workplace Support: Serve as a primary resource for employee workplace needs, including access, parking, workspace concerns, office amenities, supplies, and general facilities requests, coordinating resolution with the appropriate teams or vendors.
• Workspace & Employee Experience: Support seating assignments and other onsite employee needs while helping maintain an organized, functional, and welcoming workplace.
• Marketing Swag & Inventory: Manage vendor ordering, inventory, and budget tracking for branded merchandise, and assemble welcome kits for new hires, client visits, and company events.

Food Program, Events & Workplace Culture

• Workplace Food Program: Own daily food operations, including recurring team lunches, DoorDash orders, dietary accommodations, delivery logistics, buffet setup, and dining area cleanup.
• Kitchen & Snack Vendor Management: Manage micro-kitchen and pantry vendors, oversee inventory replenishment, track snack/beverage budgets, and ensure kitchens and coffee stations remain fully stocked, clean, and organized throughout the day.
• Events & Socials: Plan and execute internal team gatherings, happy hours, offsites, hackathons, holiday parties, and lab milestone celebrations from initial logistics through teardown.

Qualifications & Requirements

• Experience: 5+ years of experience in workplace coordination, facilities management, or office operations.
• Facilities Background: Prior background or working knowledge in facilities maintenance, building systems, or property management coordination.
• Compliance & Safety: Familiarity with OSHA standards, Certificates of Insurance (COIs), and safety compliance; experience interfacing with local fire departments or safety inspectors.
• Process & Tool Savvy: Experience managing intake forms, workplace surveys, and ticketing systems (e.g., Google Forms/Workspaces, Slack, teams).
• Event & Swag Coordination: Proven ability to organize office events, coordinate corporate catering/DoorDash orders, and manage vendor purchasing for branded merchandise.

 

Academic Qualifications 

• Education: A bachelor’s degree in business, Admin or a related field is preferred. 

 

Professional Experience 

Minimum of 5 years of experience in an office, facilities, or administrative role.

Preferred Skills 

• Exceptional organizational skills and a high level of attention to detail. 
• Detail & Organization: Exceptional organizational skills and a high level of attention to detail.
• Communication: Strong written and verbal communication skills across all levels of the organization. Collaboration Tools: Deep proficiency with Slack (including Slack channels, workflows, and integrations), Zoom, and Microsoft Teams.
• Software & Systems: Proficiency with financial software, Microsoft Office Suite (especially Excel), and Google Workspace.
• Resourcefulness: A proactive and resourceful mindset with the ability to manage multiple priorities in a fast-paced environment.
• Culture Builder: A natural collaborator who enjoys building a positive team culture and fostering workplace community.