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.
Key highlights
- 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.
- Conduct daily site walkthroughs to identify and remediate potential safety hazards or maintenance deficiencies in real-time.
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.
FAQs
What does a Workplace Operations Coordinator do on a daily basis?
A Workplace Operations Coordinator manages the day-to-day health of a facility, which includes responding to employee maintenance requests, auditing office safety protocols, and supervising on-site vendors like electricians or janitorial crews. They spend much of their time utilizing facility management software to track equipment lifecycles and ensure that building systems, such as HVAC and lighting, remain within optimal operating parameters.
What skills are required for a Workplace Operations Coordinator?
Key skills include proficiency in CAFM or CMMS platforms, a strong understanding of building mechanical systems, and the ability to manage vendor contracts effectively. Professionals in this role also need excellent organizational capabilities for space planning, alongside a thorough grasp of workplace safety regulations like OSHA. Soft skills such as problem-solving and vendor negotiation are also critical for success.
How does a Workplace Operations Coordinator work with other teams?
They serve as a vital link between the physical building, internal employees, and external service providers. A Workplace Operations Coordinator works closely with IT teams to manage equipment installations, collaborates with HR to set up office space for new hires, and coordinates with external contractors to execute large-scale maintenance projects. Their work ensures that every department has the physical environment required to perform at their best.
Why is the role of a Workplace Operations Coordinator important?
The Workplace Operations Coordinator role is essential because it directly impacts employee productivity and company overhead costs. By proactively maintaining building infrastructure and optimizing space usage, this role minimizes costly downtime and keeps the workplace safe and compliant. Their efforts create a reliable physical foundation that supports the entire organization's daily operations and long-term business goals.