Senior Workplace Services Coordinator

Job Description

Job Description

Who We Are

Hively’s mission is to build meaningful connections with families and communities, ensuring access to resources every child in Alameda County needs to thrive. Our vision is to transform the lives of children and families to benefit all communities and ensure a promising future for generations to come. We believe that through subsidized child care, mental health support, and community services centered in families of all types and backgrounds, we can profoundly impact the communities we serve. If this resonates with you, we invite you to apply to join our team.

Our Team & Culture

Our Team at Hively is a passionate and diverse group of individuals from a wide range of different lived experiences, backgrounds and professional expertise. We strive every day to create an environment for families and staff that is inclusive and welcoming of different experiences and perspectives. We prioritize learning, listening, and growing together and to foster a culture of respect. 

The Opportunity

Reporting to the Sr. Manager, Workplace Services, the Sr. Workplace Services Coordinator plays a key role in creating safe, functional, and welcoming environments for Hively employees, families, and community partners. This hands-on position is responsible for the day-to-day operation, maintenance, and improvement of Hively's office locations throughout Alameda County. If you enjoy solving problems, building and fixing things, coordinating projects, and making spaces better for others, this is the role for you. 

This is a highly cross-functional position that partners with staff across the organization while supporting Hively's five office locations in Pleasanton, Livermore, Oakland, San Leandro, and Fremont. Travel between office locations is a regular part of this role.

What You'll Do:

• Coordinate workplace operations and facilities projects across Hively's office locations, including maintenance, repairs, office improvements, furniture installations, office moves, and preventative maintenance.

• Oversee the office snack, beverage, and office supply inventory, maintaining budgets and vendor relationships. 

• Assist with onboarding new hires through office tours, desk setup, access passes, and workplace orientation materials.

• Source, purchase, assemble, configure, and maintain workplace furniture across all sites, ensuring ergonomic standards and functional layout design. 

• Lead small workplace and facilities projects and vendor engagements while partnering with internal teams, contractors, property managers, and service providers to ensure successful execution.

• Anticipate facilities issues, operational risks, and project blockers, proactively developing practical solutions to minimize disruption to staff and business operations.

• Respond to workplace service requests by troubleshooting and resolving issues involving furniture, lighting, doors, locks, appliances, office equipment, and other building-related infrastructure.

• Perform routine workplace inspections to identify maintenance needs, safety concerns, and opportunities to improve the employee experience.

• Assist with basic workplace technology support, including workstation setup, monitor installations, conference room technology, printers, and other office devices.

• Maintain inventory of workplace furniture, maintenance supplies, tools, equipment, and technology assets.

• Support employee meetings, events, trainings, and community events through room setup, logistics, and on-site operational support.

• Partner with the Sr. Workplace Services Manager to ensure compliance with safety regulations, emergency preparedness procedures, and organizational standards.

• Build collaborative relationships across departments while providing exceptional service to employees, visitors, vendors, and community partners.

• Foster a workplace culture that is welcoming, inclusive, safe, and aligned with Hively's values.

• Perform other duties as assigned.

What You Bring:

• 5+ years of experience in facilities management, workplace services, commercial property operations, building maintenance, or a related field.

• Demonstrated ability to independently manage multiple priorities while balancing competing operational demands.

• Experience coordinating projects, establishing milestones, communicating progress, and keeping stakeholders informed throughout project lifecycles.

• Strong problem-solving skills with the ability to anticipate issues, remove obstacles, and develop practical solutions.

• Experience coordinating vendors, contractors, and cross-functional partners to successfully complete workplace initiatives.

• Comfortable performing minor building repairs and using common hand and power tools.

• Strong understanding of commercial office environments and building systems.

• Excellent communication and customer service skills with a collaborative, service-oriented mindset.

• Strong organizational skills with the ability to manage multiple projects simultaneously.

• Ability to prioritize work independently while exercising sound judgment and knowing when to escalate issues.

• Comfortable learning and troubleshooting workplace technology.

• Proficiency with Google Workspace and Microsoft Office.

• Valid California driver's license with a clean driving record.

• Comfortable driving throughout Alameda County to support multiple office locations.

• Ability to lift and move up to 50 pounds and occasionally work evenings or weekends to support office moves, special events, or urgent operational needs.

What Makes You Successful:

• You enjoy solving problems and aren’t afraid to roll up your sleeves. 

• You notice when something isn't working and take initiative to fix it. 

• You thrive in environments where every day is different and enjoy balancing hands-on work with project coordination. 

• You take pride in creating workplaces that are safe, organized, and welcoming for everyone.

Salary ranges are based on industry data, and final employment offer will be determined based upon factors including but not limited to an applicant's experience, specialized skills, and internal alignment.

Benefits

* Medical, dental, and vision plans covered at 100% for the employee 

* Health & Dependent Care FSA

* 14 Paid Holidays + 4 flex holidays, including your birthday!

* Generous paid time off policy (over 3 weeks per year)

* Tuition Reimbursement ($1,000/year)

* Employee Appreciation Program

* Life & Long Term Disability Insurance covered 100% by Hively

* 403(b) plan

* SEP-IRA plan with an employer contribution of 5% of annual salary

* Learning & Development Opportunities

* Financial wellness program with unlimited access to personal financial advisors

* Industry competitive salary ranges

* Note: Benefits described apply to full-time, permanent positions only. Internships, temporary, part-time, or contract roles are not generally eligible for most benefits.

Welcoming Candidates from All Backgrounds

Hively is proud to be an equal opportunity employer. We welcome applicants of any educational background, gender identity and expression, sexual orientation, religion, ethnicity, age, socioeconomic status, disability, and veteran status.

Please note that applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.