Job Responsibilities

• Coordinate day-to-day workspace operations by triaging requests, confirming scope, routing to the right resource (vendor, building services, or internal partner), and tracking work via Wrike (project management software) from intake through completion.

• Manage and maintain facilities/workplace tickets in ServiceNow (or similar), ensuring accurate entry, prioritization, status updates, follow-ups, and closure documentation.

• Coordinate vendors and building management for maintenance, repairs, and service visits—scheduling, site access, scopes of work, quotes, and confirmations—while communicating upcoming onsite work to minimize disruption.

• Conduct periodic workspace walkthroughs (as needed) to identify maintenance issues, safety concerns, and experience gaps; document findings, initiate tickets, and coordinate remediation.

• Maintain accurate workspace and real estate documentation (vendor lists, building rules, floor plans/seat maps as applicable, maintenance schedules, service records, and basic purchase/expense tracking).

• Manage inventory of office supplies and workplace consumables, maintaining inventory lists and coordinating replenishment.

• Support workspace projects and move events (planning timelines, coordinating vendors, ordering, scheduling, and communications), including space reconfigurations, furniture changes, and office transitions.

• Assist with real estate and site administration activities (as assigned), such as coordinating access/badges/keys, supporting lease-critical date tracking, and maintaining site files in partnership with Finance, Legal, IT, and landlords/property managers.

• Partner with IT to coordinate conference room and workplace technology support (log issues, schedule service, track to resolution, and communicate updates); provide basic A/V meeting support as needed.

• Review project statements of work (SOWs) with guidance to support vendor selection, scope alignment, and documentation.

• Coordinate occasional special requests and one-off projects (e.g., deliveries, onsite appointments, leadership support) by arranging logistics and vendors and ensuring timely follow-through.

• Support additional offices as needed; occasional travel up to 30% may be required for site visits, vendor meetings, or project coordination.

Requirements

• High school diploma or equivalent required; associate or bachelor’s degree preferred.

• 2+ years of experience in workplace operations, facilities coordination, office management, real estate administration, or similar; experience supporting multiple sites preferred.

• Demonstrated ability to triage workplace requests, define/confirm scope, and coordinate timely resolution through vendors, building teams, and internal partners.

• Comfort working in structured workflows and tracking work in systems (ticketing tools, spreadsheets, shared documentation), with strong attention to detail and a commitment to consistent, high-quality results.

• Basic familiarity with conference room technology and A/V concepts; able to coordinate troubleshooting with IT and support simple meeting set-ups when needed.

• Able to work in a fast-paced environment—prioritizing and managing multiple tasks, meeting deadlines, and flagging constraints early when timelines may shift.

• Consistent, clear communication with both the in-office team and remote partners/stakeholders.

• Strong follow-through and accountability—provides timely updates, closes loops, and can own assigned workstreams end-to-end with minimal oversight.

• Experience using a ticketing system (e.g., ServiceNow) and maintaining documentation that supports reporting, audits, and consistent service delivery.

• Intermediate experience with Microsoft 365 (Outlook, Teams, Excel, Word) and comfort producing simple reports, trackers, and status summaries.

• Proactive, self-motivated, and solutions-oriented; able to anticipate needs, identify risks, and drive issues to resolution.

• Ability to work in an office environment and be onsite as needed for coordination, walkthroughs, and project support

• Ability to lift up to 50lbs, bend, and climb, to provide minor repair and assembly of office equipment as needed

• Willingness and ability to travel up to 20% (as needed) between out of region assigned offices for site visits, vendor coordination, and project support.