Workplace Operations Coordinator

Job Description

Job Description

About the Institute of Foundation Models 

We are a dedicated research lab for building, understanding, using, and risk-managing foundation models. Our mandate is to advance research, nurture the next generation of AI builders, and drive transformative contributions to a knowledge-driven economy.  

As part of our team, you’ll have the opportunity to work on the core of cutting-edge foundation model training, alongside world-class researchers, data scientists, and engineers, tackling the most fundamental and impactful challenges in AI development. You will participate in the development of groundbreaking AI solutions that have the potential to reshape entire industries. Strategic and innovative problem-solving skills will be instrumental in establishing MBZUAI as a global hub for high-performance computing in deep learning, driving impactful discoveries that inspire the next generation of AI pioneers. 

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 

Office Expansion & Relocation Support 

• Move Coordination: Support the Operations team in the execution of the office relocation, assisting with equipment inventory, vendor scheduling, and on-site logistics. 

• Space Setup: Assist in the physical setup of the new, larger office, including the organization of common areas, storage solutions, and workstations to ensure the space is "day-one" ready. 

• Employee Transition: Act as a resource for the team during the move, helping to distribute new access badges, providing directions to new amenities, and assisting with desk transitions. 

• Expansion Maintenance: Help maintain the increased footprint of the new office by conducting regular walkthroughs to identify maintenance needs or supply shortages. 

Office & Vendor Support 

• Vendor Liaison: Coordinate scheduling and building access for service vendors and deliveries; serve as the primary on-site point of contact for routine vendor visits. 

• Inventory & Restocking: Maintain proactive stocking of kitchen supplies (snacks, beverages, coffee) and office essentials (printer paper, toner, stationery) to ensure seamless daily operations. 

• Space Upkeep: Maintain the organization and "office-ready" aesthetic of the kitchen, supply areas, and all shared collaborative spaces. 

• Task Tracking: Track recurring operational tasks (e.g., plant watering, water delivery, shredding services. 

• Facility Assistance: Directly assist with facilities-related needs and ergonomic workspace setups for new and existing staff. 

Administrative & Operations Support 

• Logistics & Mail: Manage incoming mail and package distribution, including high-volume deliveries associated with the new office setup. 

• Meeting Readiness: Support conference room readiness and meeting logistics (AV checks, catering setup, and room resets). 

• Onboarding Prep: Assist with onboarding preparation, including physical workspace setup, supply kits, and access coordination for new hires. 

• Financial Tracking: Maintain basic tracking of inventory costs and recurring operational expenses to support the budget. 

• Compliance: Maintain full compliance by ensuring General Liability Insurance (GLI) is current and meticulously archiving Certificates of Insurance (COIs) from all vendors. 

Financial & Accounting Support 

• Transaction Processing: Manage daily financial transactions, including processing payments and tracking expenses. 

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 and administrative role. 

• Proven experience with basic accounting tasks, invoicing, and expense management. 

Preferred Skills 

• Exceptional organizational skills and a high level of attention to detail. 

• Strong written and verbal communication skills. 

• Proficiency with communication and collaboration tools such as Zoom, Microsoft Teams, and Slack. 

• Proficiency with financial software, Microsoft Office Suite (especially Excel), and project management tools. 

• A proactive and resourceful mindset with the ability to manage multiple priorities. 

• A natural collaborator who enjoys building a positive team culture.