Workplace Operations Coordinator

Overview

Job Title:

Workplace Operations Coordinator

Pay rate: $21.47 – $28.39/hr.

Location:

Palo Alto, CA

Zip Code: 94304

Duration: 6 Months

Start Date:

Right Away

The Workplace Operations Coordinator supports day-to-day facilities and workplace operations to ensure our sites are safe, clean, and adventure-ready for all employees and visitors. They focus on smooth execution of core operational processes, from invoicing and vendor coordination to supply management, ticket triage, and event support, while delivering an excellent internal customer experience.

• Invoicing and PO management:
  Own daily invoicing workflows for facilities and workplace operations, including collecting quotes, submitting purchase requisitions, and tracking POs through approval and payment; review invoices for accuracy, coding them to the correct cost centers, resolving discrepancies with vendors, and partnering with Finance/Procurement on any issues.
• Vendor management:
  Serve as a primary point of contact for key facilities vendors (janitorial, supplies, maintenance, waste, plants, snacks, etc.), managing day-to-day coordination and communication; schedule and confirm recurring and one-time services, ensuring work is completed on time and to spec; track vendor performance and SLAs, documenting issues, escalating concerns to your manager, and supporting contract renewals or changes.
• Event support:
  Support onsite events and programs, including workplace events, all-hands, trainings, and team activities; coordinate logistics such as room reservations, setup and teardown, AV requests, signage, and catering orders; partner with stakeholders and cross-functional teams to ensure smooth, safe, and well-executed events.
• Site cleanliness and presentation:
  Conduct regular floor walks to assess cleanliness, organization, and overall site presentation across office, lab, and common areas; create and follow up on janitorial and maintenance tickets when issues are found, closing the loop once resolved; support workplace standards and guidelines, ensuring signage, branding, and furniture layouts reflect current needs and expectations.
• Supply ordering and inventory management:
  Own supply ordering and replenishment for workplace-related items in alignment with budget and sustainability goals; monitor inventory levels and adjust par levels based on usage trends and headcount changes; maintain organized storage areas, labeling, rotating stock, and disposing of obsolete or expired items in coordination with relevant teams.
• Ticket response and escalation:
  Monitor and respond to incoming facilities/workplace tickets in the designated ticketing system within defined SLAs; troubleshoot and resolve routine issues directly where possible; route and escalate complex issues to the appropriate internal teams or vendors, coordinating updates and communicating status back to requesters.
• Space audits and occupancy checks:
  Perform regular space audits and occupancy checks to verify seating assignments, room usage, and adherence to planned layouts; capture and update data on occupancy, headcount, and seat utilization in the appropriate systems; identify trends and pain points and share findings with Workplace and Space Planning partners.
• Other daily operational tasks:
  Support moves, adds, and changes, including small seating moves, desk setups, and coordination with IT and Security; assist with access, badging, and visitor coordination, following established security and safety protocols; partner cross-functionally with Security, IT, EHS, Culinary, People, and other stakeholders to maintain a safe, functional, and welcoming environment.

• Experience in facilities, workplace operations, office management, hospitality, property management, or a related support role.
• Strong organizational and time-management skills, with the ability to handle multiple tasks, requests, and deadlines in a fast-paced environment.
• Attention to detail in invoicing, PO tracking, and documentation, with basic comfort in working with spreadsheets and financial data.
• Customer-service mindset with clear, friendly, and professional communication skills across all levels of the organization.
• Ability to work onsite and perform occasional physical tasks (moving supplies, light furniture adjustments, event setup).
• A proactive, problem-solving approach, with a willingness to step in, learn quickly, and improve processes over time.

• Experience working in multi-site or lab/technical facilities environments.
• Familiarity with procurement systems and basic budgeting concepts.
• Prior experience coordinating events, office moves, or vendor services.
• Passion for creating an inclusive, welcoming, and sustainable workplace experience.
• Proficiency with workplace tools and systems, such as ticketing platforms, Google Workspace or Microsoft Office, and communication tools (e.g., Slack/Teams).

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