Associate Specialist, Operations, Workplace Facilities

Rivian • Irvine, CA

1d • Onsite

About The Position

Rivian is looking for a dynamic, collaborative and self-starting Workplace Operations Associate Specialist to support daily operations and facilities services at Rivian’s engineering facilities. This individual will be responsible for daily operations at the site in which they are based in Irvine, CA. This individual needs to wear multiple hats and be comfortable in a fast paced, dynamic environment.
This role is highly visible onsite and works closely with cross-functional partners in Facilities, Workplace Construction & Design, Security, IT, EHS, Culinary, and People to keep the workplace running reliably and sustainably in line with Rivian’s priorities and values.

Requirements

• Familiarity with procurement systems, basic budgeting and financial forecast concepts, and vendor management processes.
• Prior experience with event coordination, office moves, and/or multi-site workplace support.
• Proficiency with workplace tools and systems such as Google Suite ticketing platforms, access control/badging systems, and communication tools (e.g., Slack/Teams), plus comfort learning new platforms as the business evolves.
• Experience supporting engineering, lab, and/or technical facilities where both office and specialized spaces must be maintained.
• Proven track record as a proactive problem-solver who can take ownership, follow through, and close the loop with stakeholders on complex issues.
• Strong organizational and time-management skills, with the ability to manage multiple requests, tickets, and tasks in a fast-paced environment.
• Ability to work onsite and willingness to “roll up your sleeves” to perform occasional physical tasks (moving supplies, light furniture adjustments, event setup).
• Excellent written and verbal communication skills - comfortable presenting to management and team leadership as required.
• Minimum of 3 years of experience in facilities, workplace operations, office management, hospitality, property management, R&D, Manufacturing, or a related support role. Experience managing complex facilities-related projects.
• Bachelor’s Degree or equivalent experience.

Responsibilities

• Responsible for leading and executing all site operations for assigned locations with enthusiasm. Onsite presence for this role is required five days per week during core business hours.
• Space & Project Management
• Collaborate with the site stakeholders to evaluate current space usage to inform the site plan. Capture space needs and requests and collaborate with end users, real estate, design, construction, and other support teams to execute against the master plan within budget and schedule guidelines.
• Support workplace projects by defining scopes of work, creating a plan, receiving input from stakeholders, and gaining required approvals.
• Perform regular lab and office space audits and occupancy checks to verify seating assignments, room usage, and adherence to planned layouts. Capture and update data on occupancy, headcount, and utilization in the appropriate systems, trackers, or floor plans.
• Site Services
• Support on-site services such as janitorial, security, logistics, exteriors and groundskeeping, events, other workplace services. Partner with internal Workplace Operations colleagues to ensure vendors adhere to SLAs and to support contract renewals or changes. Serve as the first point of contact for service issues or escalations.
• Act as a primary onsite point of contact for day-to-day facility and workplace needs, ensuring a welcoming, professional, and “adventure-ready” environment across office, lab, and common areas.
• Oversee site events and programs (all-hands, trainings, workplace events, visiting leadership, customer demos), including room reservations, setup/teardown, signage, and coordination with AV and catering partners.
• Budget Management
• Track operational spend, reconcile vendor invoices, and assist in the forecasting process to ensure fiscal alignment across the portfolio.
• Track and manage Facilities and Workplace assets, maintain accurate records of inventory
• Obtain financial approvals required for execution of projects and site improvements. Gain buy-in with leadership by providing thorough and clear justification for proposed OpEx and CapEx investments.
• Other Responsibilities
• Contribute to continuous improvement of workplace processes, tools, and standards by sharing feedback, documenting learnings, and piloting new approaches in partnership with the broader Facilities team while aligning with company priorities and employee needs.

Benefits

• The successful candidate may be eligible for annual performance bonus and equity awards.
• We offer a comprehensive package of benefits for full-time and part-time employees, their spouse or domestic partner, and children up to age 26, including but not limited to paid vacation, paid sick leave, and a competitive portfolio of insurance benefits including life, medical, dental, vision, short-term disability insurance, and long-term disability insurance to eligible employees.
• You may also have the opportunity to participate in Rivian’s 401(k) Plan and Employee Stock Purchase Program if you meet certain eligibility requirements.
• Full-time employee coverage is effective on their first day of employment. Part-time employee coverage is effective the first of the month following 90 days of employment. More information about benefits is available at rivianbenefits.com.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level