Global Workplace and Facilities Coordinator

VIA•Somerville, MA

3d•Hybrid

About The Position

VIA is seeking a Global Workplace and Facilities Coordinator to manage and enhance the physical work environments across its offices, particularly focusing on the new headquarters in Somerville, MA, as well as the DC and Montreal locations. This role is crucial for ensuring smooth day-to-day operations, supporting office improvement projects, and fostering a productive and secure atmosphere where employees can do their best work. The coordinator will be hands-on, working with vendors and internal teams to maintain and upgrade office spaces, manage supplies, oversee budgets, and support event logistics.

Requirements

2+ years of experience in office management, facilities coordination, or administrative operations.
A demonstrated track record of managing vendor relationships and seeing projects through to completion.
Strong organizational skills with the ability to juggle multiple ongoing tasks and priorities.
A proactive, hands-on approach, comfortable rolling up your sleeves to solve problems as they come up.
Excellent communication skills, both with internal teams and external vendors/contractors.
Comfortable using office software (e.g., Google Workspace) for scheduling, reporting and tracking tasks.
Ability to be in the Somerville office 4-5 days a week.
Open to occasional travel to our different office locations.

Responsibilities

Ensure the Somerville, DC, and Montreal offices run smoothly day to day, serving as the "eyes and ears" of the workplace to ensure a safe, efficient, and productive environment.
Ensure VIA's offices are fully stocked with supplies, snacks, and anything else the team needs to do their best work.
Work with Finance to oversee the office budget, both as it relates to inventory and vendor management, including forecasting costs and tracking spend.
Serve as the go-to contact for all facilities-related needs, identifying and escalating issues as they arise.
Coordinate directly with vendors and contractors to fix, enhance, and maintain office equipment, systems, and infrastructure.
Keep ongoing Somerville office improvement work on track, coordinating timelines and deliverables with vendors and internal stakeholders.
Support the setup and organization of office spaces to ensure they meet the evolving needs of the team, including identifying areas to improve office operations and communicating to internal stakeholders.
Partner with People and Operations and other teams to support office-related logistics for events and day-to-day team needs.
Working with the People and Operations team, ensure VIA team members know about upcoming construction, parking, and other office-related logistics.

Benefits

Competitive benefits
Flexible work options
Individualized mentoring and growth opportunities
Salary range of $75,000 - $95,000 USD per year
401K plan with up to 5% employer contribution
Fully funded, top-tier health benefits plan, including vision and dental coverage, fully covered from day one, for your whole family
Up to 24 weeks paid parental leave
A 4-week paid ramp-back program
A $10K family forming benefit (covering fertility treatments, adoption, and surrogacy)
Flexible Vacation Policy with no set annual limit or accrual period
Summer Fridays
Extended holiday period in December
Individualized growth opportunities, including internal and external mentorship panels, custom goals and feedback sessions, and/or access to learning and development programs, including VIA’s unrivaled leadership program
A dedicated wellness advisor
Benefits to support commuting costs
In-person events to foster team bonding and collaboration across different teams