HQ Workplace Coordinator

Zoom•San Jose, CA

1d•$65,400 - $158,700•Onsite

About The Position

The HQ Workplace Coordinator supports daily workplace operations by coordinating facility maintenance, administering workplace processes, and ensuring consistent front desk coverage and service standards. This role ensures smooth workplace functionality by monitoring facility services, supporting employees and visitors at the front desk, coordinating vendors, and maintaining accurate operational records.

Requirements

5+ years of relevant experience in workplace coordination.
Foundational knowledge of facility maintenance and preventive maintenance scheduling.
Experience in front desk, office coordination, or hospitality environments.
Familiarity with workplace safety and compliance requirements.
Excellent organizational skills and attention to detail.
Ability to manage multiple operational priorities in a quick HQ environment.
Clear, professional communication skills.

Responsibilities

Providing consistent, professional front desk coverage during core business hours.
Serving as the primary point of contact for employees, visitors, and vendors.
Greeting guests, managing visitor check-in processes, and ensuring adherence to security protocols.
Maintaining front desk presentation standards and ensure lobby areas remain organized and welcoming.
Training and onboarding new coordinators or temporary coverage staff on front desk procedures.
Maintaining and update front desk operating procedures to ensure consistent service delivery.
Coordinate coverage schedules to ensure no service gaps during PTO or absences.
Scheduling routine maintenance tasks and inspections according to preventive maintenance schedules.
Monitoring and documenting facility service requests using standard tracking systems.
Serving as liaison with Property Management to communicate issues, coordinate repairs, and follow up on open items.
Coordinating vendors to ensure timely resolution of workplace issues.
Processing workplace service requests and coordinate delivery of supplies and services.
Tracking snack and beverage inventory levels and place orders aligned to office attendance and events.
Maintaining organized storage areas and accurate inventory records.
Supporting weekly meal coordination and workplace hospitality needs.
Conducting basic safety inspections using standardized checklists and report findings.
Maintaining compliance documentation according to established procedures.
Monitoring visitor management and process badge access requests in line with security protocols.
Gathering occupancy data and update space utilization records.
Supporting workspace changes and seating updates through vendor and stakeholder coordination.
Maintaining accurate workplace documentation and records.
Tracking vendor activity and support invoice submission and documentation.
Compiling facility metrics into standard reporting templates.
Maintaining organized records of workplace procedures and updates.