Facilities and Workspace Coordinator

Build In Tulsa (BIT) LLC•Tulsa, OK

2d•Onsite

About The Position

The Facilities & Workspace Coordinator is responsible for the day-to-day functionality and upkeep of Build in Tulsa’s physical workspace, ensuring facilities, technology, and shared spaces are clean, safe, and fully operational for entrepreneurs, partners, staff, and visitors. By maintaining high standards of organization, responsiveness, and coordination, this role supports a professional, welcoming, and hospitality-driven environment that fosters productivity, collaboration, and community. In addition to facilities and workspace oversight, the Facilities & Workspace Coordinator serves as a front-facing presence within the space, providing courteous, responsive, and service-oriented support to those utilizing the building. This role balances operational execution with warmth and professionalism, ensuring interactions reflect Build in Tulsa’s commitment to inclusion, excellence, and community. The Facilities & Workspace Coordinator works closely with internal teams and external vendors to support workspace operations, building activations, and administrative needs, while maintaining accurate documentation related to space usage and facilities. The ideal candidate is highly organized, proactive, and detail-oriented, with the ability to anticipate needs, resolve issues efficiently, and contribute to a consistently positive on-site experience. This is a full-time, hourly role that requires full-time in-person attendance. The standard schedule is Monday through Friday, 8:00 AM to 5:00 PM CT, with occasional evening and weekend work as needed.

Requirements

Associate’s Degree or equivalent work experience
1–2 years of experience in administrative, operations, customer service, or community-facing roles
Experience managing databases preferred
Excellent written and verbal communication skills
Exhibits strong relationship management skills and maintains professionalism and effectiveness when navigating complex or high-pressure situations.
Must be able to work some evenings and weekends
Adept at spreadsheets and tracking expenses
Experience with Gmail, Google Docs, Asana, Slack, Eventbrite
Must be able to lift and carry up to 25lbs., for lifting supplies and materials, as needed
Position continually requires the ability to talk and hear both in person and over the phone, visual acuity; ability to operate equipment, read, and use a keyboard
Position requires sitting, or standing, and working with a computer for extended periods of time.

Nice To Haves

Bachelor’s Degree
2-3 years of administrative/operations experience, or community-facing roles
1-2 years of experience in project management, including coordinating schedules, managing timelines, and overseeing task delegation within a team setting.

Responsibilities

Serve as the primary point of contact for entrepreneurs, partners, and visitors, delivering a consistently professional, welcoming, and service-oriented experience.
Conduct onboarding orientations for new entrepreneurs, partners, and visitors, including presentations and walkthroughs that provide a clear overview of the building, workspace norms, technology, safety procedures, and access protocols.
Facilitate connections, respond to inquiries within established timelines, and support entrepreneur engagement across programs and coworking activities.
Collect, document, and submit entrepreneur feedback through designated systems to support continuous improvement.
Represent Build in Tulsa in alignment with organizational values, brand standards, and professional conduct expectations.
Oversee daily coworking operations to ensure all spaces are clean, organized, functional, and ready for use.
Maintain accurate coworking data for occupancy, and usage, and deliver quarterly reports on space utilization and trends.
Conduct daily walkthroughs to reset rooms, restock supplies, test equipment, and prepare spaces for the following day.
Serve as the primary technology point of contact for the coworking space, maintaining hands-on expertise in audiovisual equipment, Wi-Fi systems, printers, and shared technology tools.
Provide real-time technical support to facilitators, partners, and members, resolving common issues or escalating as needed to minimize disruption.
Audit and maintain all technology equipment to ensure proper placement, functionality, and availability.
Coordinate with vendors and service providers to address maintenance and facility needs and ensure timely resolution.
Track and follow up on maintenance requests to completion, ensuring issues meet operational standards.
Manage inventory for office supplies, snacks, beverages, and amenities, ensuring continuous availability through proactive monitoring and restocking.
Maintain a clean, safe, and fully operational coworking environment at all times.
Support the planning and execution of building activations, events, and programming, ensuring logistical readiness and smooth delivery.
Track building activation and space rental requests from intake through completion, providing accurate status updates and documentation.
Support post-event follow-up and feedback collection to inform reporting and improvements.
Manage coworking inquiries, reservations, and space requests using approved systems and processes.
Receive, log, and distribute deliveries accurately and in a timely manner.
Track expenses, receipts, and budget documentation in compliance with organizational procedures.
Collaborate across teams to support organizational priorities and daily operations.

Benefits

100% employer-paid medical, dental, and long-term disability for full-time employees only. Option to add vision and dependents.
401K employee and employer contributions.
Paid time off to support you while you are out of the office.
Paid holidays so our employees can spend time with those they care about.
Employer-paid AD&D life insurance, with employee option to add supplemental life insurance.

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