Workplace Operations Coordinator job description

Job brief

We are looking for a detail-oriented Workplace Operations Coordinator to join our facilities team and manage the daily rhythm of our corporate campus. In this role, you will lead the upkeep of critical building infrastructure, oversee high-stakes vendor projects, and champion a safe, collaborative environment for our entire staff. You will have a direct impact on employee satisfaction by resolving maintenance issues swiftly and optimizing our physical space for peak performance. If you are passionate about building operations, health and safety compliance, and improving workplace experience, we want to hear from you.

What is a Workplace Operations Coordinator?

A Workplace Operations Coordinator is a facilities management professional who ensures that physical office environments remain safe, functional, and productive. By overseeing building systems, vendor relationships, and infrastructure maintenance, a Workplace Operations Coordinator preserves the long-term value of corporate real estate. These professionals bridge the gap between technical building services and daily employee experience, leveraging facility management software to track asset performance and workspace utilization.

What does a Workplace Operations Coordinator do?

A Workplace Operations Coordinator executes daily facility workflows including managing HVAC temperature controls, coordinating janitorial schedules, and auditing building access systems. They act as the primary point of contact for external maintenance vendors, ensuring work orders meet safety standards and budget requirements. Furthermore, they utilize software like CMMS or CAFM to monitor preventive maintenance cycles, track real-time workspace occupancy, and generate performance reports for senior operations leadership.

Key responsibilities

• Manage end-to-end preventive maintenance schedules for HVAC, electrical, and plumbing systems to prevent operational downtime.
• Oversee vendor and contractor performance, ensuring that site services meet strict contractual obligations and safety standards.
• Utilize CAFM (Computer-Aided Facility Management) software to manage space planning, desk assignments, and room booking logistics.
• Monitor facility operational expenses and manage inventory procurement for pantry, office supplies, and furniture assets.
• Conduct daily site walkthroughs to identify and remediate potential safety hazards or maintenance deficiencies in real-time.
• Maintain up-to-date documentation for building code compliance, OSHA safety logs, and fire and life safety system inspections.
• Coordinate cross-departmental facility improvement projects, from office seating reconfigurations to building renovation rollouts.
• Respond to urgent facilities requests and emergency maintenance escalations to ensure minimal disruption to business workflows.

Requirements and skills

• 3+ years of experience in facility management, building operations, or commercial property maintenance roles.
• Demonstrable proficiency in CAFM/CMMS software like iOFFICE, Corrigo, or Archibus for tracking work orders and assets.
• Solid technical knowledge of building systems including HVAC, fire suppression, electrical panels, and security access controls.
• Certification in Facilities Management, such as the IFMA FMP or CFM credential, is highly preferred.
• Proven experience managing third-party vendor contracts and service level agreements (SLAs) for multi-site locations.
• Working knowledge of OSHA regulations, ADA compliance, and local fire codes relevant to commercial office environments.
• Ability to read and interpret floor plans, architectural drawings, and facility schematics for space planning projects.
• Strong analytical skills for budget tracking, expense reporting, and identifying trends in facilities energy consumption.

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