Workplace Coordinator

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Job Description

Our client is hiring a seasoned, passionate Workplace Coordinator to support a leading AI safety and research company in New York. If you enjoy creating spaces where colleagues can focus, collaborate, and do their best work, this role may be a great fit. The team has a strong in-person presence and cares that the office is a place where staff feel welcome and supported.

Vendor Management and Coordination

• Coordinate with and manage the vendors who handle day-to-day office operations and maintenance, such as deliveries, office supplies, and daily janitorial services.
• Partner with the extended workplace team to keep the buildings running smoothly and give employees a safe, functional, and comfortable environment with a consistently high level of service.

Problem-Solving and Responsiveness

• Respond to requests in the internal ticketing system within Service Level Agreements, with clear, timely, and empathetic communication.
• Address workplace issues promptly (elevator down, restroom flood, refrigerator not cooling, and so on). This includes engaging the right vendor and keeping colleagues informed until the issue is resolved.
• Handle minor repairs and maintenance tasks, and coordinate vendors for more complex repairs.
• Provide emergency response support in partnership with Security, and help maintain compliance with local codes.

Organizational Skills and Adaptability

• Manage multiple competing priorities with good judgment about what comes first.
• Set up furniture configurations for onsite meetings and events, bringing a hospitality mindset to every request.
• Perform workstation setups, including monitors, monitor arms, and other ergonomic equipment.

Process Documentation and Culture Development

• Help maintain Standard Operating Procedures.
• Develop and preserve office culture and norms.
• Partner closely with People Operations, Security, and vendors.

Additional Areas of Support

• HVAC and preventive maintenance
• Office moves, restacks, and reconfigurations
• Safety, permits, inspections, and code compliance

Qualifications

Required

• 5+ years of experience in workplace coordination and building operations.
• Working knowledge of building systems such as HVAC, elevators, plumbing, and lighting, and the ability to supervise maintenance, repairs, and services.
• A service-minded, solution-oriented approach, and enthusiasm for essential behind-the-scenes work.
• Comfortable taking on a wide range of tasks, from small fixes to larger projects.
• Excellent organizational and communication skills, and the ability to multitask.
• Able to lift up to 50 pounds.

Preferred

• Experience managing workplace projects or programs (HVAC, preventive maintenance, office moves) in a multi-building or high-growth environment.
• Experience with vendor management, food and beverage service, and hospitality.
• Experience managing permit, license, and inspection requirements.
• Interest in artificial intelligence and its safe, beneficial development.

Additional Information

Additional Information

• Contract, approximately 6 months: October 27, 2026 to April 23, 2027.
• Full time, 40 hours per week.

All your information will be kept confidential according to EEO guidelines.