Global Workplace and Facilities Coordinator

VIA•Somerville, MA

4d•$75,000 - $95,000•Hybrid

About The Position

VIA is making an impact, and so can you. Headquartered in Somerville, Massachusetts, VIA is a mission-critical software company that enables organizations to share and analyze sensitive data at speed without compromising security or control. VIA’s decentralized architecture keeps data sovereign, while its agentic AI helps organizations solve critical challenges, and its military-grade security governs access. Designed for simplicity, rapid deployment, and disconnected environments, VIA makes sensitive data usable wherever the mission happens, even offline. The Department of War, Fortune 50 companies, and critical infrastructure companies around the globe trust VIA to help them solve their toughest analytics and digital security challenges. Learn more: solvewithvia.com. Big missions need bold spaces. We’re looking for a Global Workplace and Facilities Coordinator to build environments where our best work happens. VIA recently moved into its brand new headquarters in Somerville, with major upgrades in the works: turning our central hub into a state-of-the-art workspace where VIA's mission comes to life. We're looking for a Global Workplace and Facilities Coordinator to keep our day-to-day operations running smoothly and to help shepherd our office improvement projects across the finish line, working hands-on with vendors and contractors along the way. Beyond Somerville, you’ll also play a key role in keeping our DC and Montreal offices thriving.

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 our 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
401K plan with up to 5% employer contribution
A 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
An 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 to help you navigate the programs and opportunities available at VIA
Benefits to support commuting costs
In-person events to foster team bonding and collaboration across different teams