Coordinator, Operations, Workplace Facilities

Rivian • Palo Alto, CA

6h • $84,600 - $105,800 • Onsite

About The Position

The Workplace Operations Coordinator supports day-to-day facilities and workplace operations to ensure our sites are safe, clean, and adventure-ready for all employees and visitors. They focus on smooth execution of core operational processes and administrative workflows, from invoicing and vendor coordination to supply management, ticket triage, and event support, while delivering an excellent experience to Rivian Staff and guests.

Requirements

• Possesses a positive mindset and is driven to continuously enhance the overall workplace experience. Exhibits a keen eye for detail and cleanliness across diverse work settings.
• Attention to detail in invoicing, PO tracking, and documentation, with basic comfort in working with spreadsheets and financial data. Google Suites experience a plus.
• Ability to work onsite and willingness to “roll up your sleeves” to perform occasional physical tasks (moving supplies, light furniture adjustments, event setup).
• Strong organizational and time-management skills, with the ability to handle multiple tasks, requests, and deadlines in a fast-paced environment.
• Customer-service mindset with clear, friendly, and professional communication skills across all levels of the organization.
• A proactive, problem-solving approach, with a willingness to step in, learn quickly, and improve processes over time.
• Minimum of 2-3 years of experience in facilities, workplace operations, office management, hospitality, property management, R&D, Manufacturing, or a related support role.

Responsibilities

• Physical onsite presence required 5 days per week during core business hours.
• Invoicing and PO management
• Own daily invoicing workflows for facilities and workplace operations, including collecting quotes, submitting purchase requisitions, and tracking POs through approval and payment.
• Review invoices for accuracy, coding them to the correct cost centers, resolving discrepancies with vendors, and partnering with Finance/Procurement on any issues.
• Vendor management
• Serve as a primary point of contact for key facilities vendors (janitorial, supplies, maintenance, waste collection, plants, etc.), managing day-to-day coordination and communication and scheduling of recurring and one-time services.
• Track vendor performance and SLAs, documenting issues, escalating concerns to your manager, and supporting contract renewals or changes.
• Event support
• Support onsite events and programs, including but not limited to workplace events, all-hands, trainings, and team activities by coordinating logistics such as room reservations, setup and teardown, AV requests, signage, and catering orders.
• Partner with stakeholders and cross-functional teams (e.g., Workplace Operations, Security, IT, Culinary) to ensure smooth, safe, and well-executed events.
• Site cleanliness and presentation
• Conduct regular floor walks to assess cleanliness, organization, and overall site presentation across office, lab, and common areas while supporting workplace standards to ensure signage, branding, and furniture layouts reflect current needs and expectations.
• Create and follow up on janitorial and maintenance tickets when issues are found, closing the loop once resolved.
• Supply ordering and inventory management
• Own supply ordering and replenishment for workplace-related items (office supplies, event supplies, etc.) in alignment with budget and sustainability goals.
• Maintain organized storage areas and monitor inventory levels, adjusting par levels based on usage trends and headcount changes.
• Ticket response and escalation
• Monitor and respond to incoming facilities/workplace tickets in the designated ticketing system within defined SLAs.
• Troubleshoot and resolve routine issues directly where possible (e.g., simple equipment resets, small furniture moves, minor workspace adjustments) and route and escalate complex issues to the appropriate internal teams or vendors, coordinating updates and communicating status back to requesters.
• Space audits and occupancy checks
• Perform regular office space audits and occupancy checks to verify seating assignments and adherence to planned layouts. Capture and update data on occupancy, headcount, and seat utilization in the appropriate systems, trackers, or floor plans.
• Identify trends and pain points (e.g., consistently overbooked spaces, underutilized areas) and share findings with Workplace and Space Planning partners.
• Other daily operational tasks
• Support moves, adds, and changes, including small seating moves, desk setups, and coordination with IT and Security.
• Assist with access, badging, and visitor coordination, following established security and safety protocols.
• Partner cross-functionally with Security, IT, EHS, Culinary, People, and other stakeholders to maintain a safe, functional, and welcoming environment.

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: Entry Level
• Education Level: No Education Listed