Workplace Security & Facilities Operations Coordinator II

Job Description

Job Description

Meet the Team:

The Real Estate and Workplace Services (REWS) team is a cross-functional support organization comprising Facilities, Physical Security, Logistics, Asset Management, and Real Estate. The team coordinates internal and external site operations across all Latitude locations while supporting employees, contractors, vendors, candidates, and guests.

What You’ll Do:

Physical Security:

• Administer and support physical access-control, badging, CCTV, and camera systems.
• Provision user access, manage access groups, issue credentials, troubleshoot system issues, and conduct periodic access audits.
• Evaluate the lifecycle status of physical security systems, including access control, CCTV, and visitor-management platforms.
• Track aging hardware, end-of-support risks, and system limitations to help forecast updates, improvements, and future refresh requirements.
• Manage and support visitor-management systems and protocols for contractors, vendors, candidates, and guests entering secure or sensitive areas.
• Develop, document, and maintain physical security policies and procedures that align with the company’s risk tolerance and applicable regulatory and contractual requirements.
• Support training for employees and team members who participate in REWS or physical-security activities.
• Provide reception coverage as needed, including answering the office phone, welcoming visitors, and supporting the candidate interview experience.

Workplace Safety:

• Support workplace safety compliance through policy development, documentation, implementation, and ongoing administration.
• Coordinate and support workplace safety audits and inspections.
• Document findings and track corrective actions and remediation activities through completion.
• Assist with the development and delivery of workplace safety training and employee communications.
• Create and maintain accurate safety and compliance records for internal review and reporting.

Facilities Operations:

• Support daily facilities operations across Latitude’s Pittsburgh locations.
• Respond to routine maintenance requests and troubleshoot building issues in coordination with facilities leads, property management, and service vendors.
• Support vendor and contractor management, including scheduling, scope verification, quality control, and purchase order and invoice coordination.
• Follow prioritization guidance from facilities leads while exercising independent judgment to resolve routine issues without unnecessary escalation.
• Assist with space planning and workplace moves, additions, and changes as the organization evolves.
• Conduct routine facilities inspections and perform basic preventive-maintenance tasks.
• Help maintain the safety, functionality, cleanliness, and general appearance of workplace areas.
• Support company events through space planning, room setup, vendor coordination, and onsite operational assistance.
• Escalate complex or unresolved facilities issues and coordinate follow-up repairs through completion.
• Monitor local inventory levels and coordinate workplace supply orders with approved vendors.

Service-Ticket Management:

• Deliver prompt, accurate, and professional service in interactions with employees, team members, vendors, and external partners.
• Manage service tickets in accordance with established policies, procedures, service standards, and escalation requirements.
• Regularly review, update, document, and close tickets to ensure established service-level agreements and performance metrics are met.
• Escalate or flag issues when necessary to ensure operational responsibilities and customer needs are addressed.
• Use available system automations to provide a consistent and streamlined experience for ticket participants.
• Maintain clear ticket documentation, including status updates, actions taken, ownership, and resolution details.

Project Coordination:

• Lead and support cross-functional workplace projects with a high degree of accuracy, accountability, and ownership.
• Manage project scope, schedule, budget, risks, and deliverables with limited oversight.
• Coordinate activities across internal stakeholders, service providers, and vendors.
• Provide clear and timely project updates throughout planning and execution.
• Identify potential obstacles and coordinate appropriate corrective actions to keep projects on track.

Cross-Training and Operational Support:

• Participate in and support internal cross-training initiatives.
• Develop working knowledge and backup coverage across REWS functions, including shipping, receiving, logistics, asset management, facilities, and physical security.
• Document operational processes and share knowledge with other team members.
• Contribute to team resilience, business continuity, and operational coverage planning.
• Provide support in other REWS functional areas as business and site needs require.

What You’ll Need to Succeed:

Candidates must meet one of the following education and professional-experience combinations:

• Bachelor’s degree and at least two years of relevant professional experience
• Associate degree and at least four years of relevant professional experience
• High school diploma or GED and at least six years of relevant professional experience.

Additional requirements include:

• Three to five years of experience in workplace operations, corporate physical security, facilities management, or a related environment.
• Experience with service-ticketing platforms.
• Experience with electronic access-control, badging, and closed-circuit camera systems is strongly preferred.
• Working knowledge of building systems, facilities operations, and routine workplace-maintenance practices.
• Experience supporting vendors, contractors, employees, and workplace guests.

Skills and Capabilities:

• Ability to independently navigate complex operational issues and apply sound judgment.
• Strong analytical, troubleshooting, and problem-solving skills.
• Demonstrated commitment to exceptional customer service.
• Strong attention to detail and a continuous-improvement mindset.
• Ability to identify opportunities to streamline and improve operational processes.
• Strong organizational, time-management, and multitasking skills.
• Ability to manage competing priorities and respond effectively to time-sensitive issues.
• Clear written and verbal communication skills.
• Proficiency with Microsoft Office and general workplace technology.
• Experience with Google Workspace is preferred.
• Ability to collaborate effectively across departments, locations, and functional teams.

Physical Requirements:

• Ability to lift and carry items weighing up to 50 pounds.
• Ability to perform physical and labor-intensive tasks associated with facilities, workplace operations, event setup, shipping, receiving, and equipment movement.
• Ability to move throughout office and facilities spaces as required to inspect, troubleshoot, set up, or support workplace operations.