Sr. Workplace Operations Administrator

KLA•Ann Arbor, MI

14d•$68,100 - $115,800•Onsite

About The Position

The Sr. Workplace Operations Administrator provides coordination and administrative support to the Global Workplace Services organization. The role supports workplace operations through documentation management, workplace systems administration, supplier coordination, financial processing, reporting, and project support activities. Working under the direction of GWS Leadership and Facilities Managers, the position helps facilitate workplace services and operational processes across supported locations. While the position works closely with workplace operations, service providers, and business stakeholders, it is an Individual Contributor Role. This position provides administrative, coordination, reporting, and systems support to the Global Workplace Services organization. The role does not include responsibility for personnel management, vendor contract ownership, operational decision-making, budget ownership, or direct management of facilities operations.

Requirements

Bachelors Degree or related work experience in lieu of a degree
Experience supporting workplace operations, facilities administration, office services, business operations, or related functions.
Experience using workplace management systems, service management platforms, or operational reporting tools.
Strong organizational, communication, customer service, and documentation management skills.
Experience supporting purchase order processing, invoice administration, operational reporting, or related administrative functions.
Proficiency with Microsoft Office applications, including Excel, PowerPoint, Outlook, and Teams.
Ability to prioritize while following established procedures and processes.
Ability to work effectively with internal stakeholders, suppliers, and service providers.

Nice To Haves

Experience with Integrated Workplace Management Systems (IWMS) and/or Computerized Maintenance Management Systems (CMMS) such as Nuvolo, Archibus, Corrigo, or similar platforms.
Experience supporting reporting, data management, business process documentation, or workplace technology initiatives.
Experience with lease administration support, invoice processing, purchase order tracking, and workplace operational reporting.
Familiarity with Integrated Facilities Management operating models and supplier service delivery processes.

Responsibilities

Support the delivery of workplace services across assigned U.S. locations.
Assist with workplace requests, employee moves, onboarding activities, office changes, and workplace readiness efforts.
Facilitate communication between employees, business partners, landlords, service providers, and GWS leadership regarding workplace-related activities.
Track service requests and maintain records of workplace activities.
Coordinate follow-up activities and escalate unresolved issues to appropriate stakeholders.
Maintain workplace documentation, service records, and operational files.
Support a safe, efficient, and customer-focused workplace environment through timely communication and coordination.
Assist with coordination of Integrated Facilities Management (IFM) suppliers and workplace service providers.
Track work orders, preventive maintenance activities, and service requests within workplace management systems.
Prepare supplier performance reports, KPI summaries, and SLA tracking documentation for management review.
Coordinate vendor scheduling and site access activities.
Maintain supplier records, service matrices, and supporting documentation.
Escalate service concerns or performance issues to Facilities Managers or GWS leadership as appropriate.
Support documentation associated with supplier meetings, reviews, and operational discussions.
Maintain accurate workplace information within Integrated Workplace Management Systems (IWMS), CMMS platforms, and related workplace technologies.
Support data quality efforts through routine record maintenance and validation activities.
Assist with system testing, training coordination, user support, and documentation updates.
Generate recurring dashboards, reports, and metrics using established reporting processes.
Maintain standard operating procedures, user guides, and system documentation.
Support workplace technology adoption and process consistency initiatives.
Document user feedback and system enhancement requests for management review.
Process and track purchase requisitions, purchase orders, invoices, and related documentation.
Maintain records associated with operating expenses, workplace services, and supplier agreements.
Support invoice reconciliation, payment tracking, and financial recordkeeping activities.
Maintain lease records, critical dates, and property-related documentation.
Provide administrative support for financial reporting and budget tracking activities.
Support office openings, closures, and workplace changes through coordination and documentation management.
Maintain organized records related to workplace contracts, expenditures, and service agreements.
Provide administrative and coordination support for workplace projects and operational initiatives.
Maintain project schedules, action-item logs, milestone tracking tools, and project documentation.
Coordinate communications among project managers, business stakeholders, landlords, suppliers, and service providers.
Support workplace programs including occupancy planning, furniture coordination, mail services, breakroom services, workplace experience initiatives, and employee onboarding activities.
Assist with business continuity planning activities and workplace readiness programs.
Maintain project records, status updates, and closeout documentation.
Escalate project risks or issues to project leaders as appropriate.
Support implementation of established GWS procedures, standards, and best practices.
Compile operational data and prepare information used in management reporting and decision-making.
Assist with process documentation, workflow updates, and continuous improvement initiatives.
Maintain documentation supporting audits, sustainability initiatives, emergency preparedness programs, and compliance reviews.
Support training and communication efforts related to workplace processes and systems.
Identify process improvement opportunities and communicate recommendations to management for evaluation.
Assist with maintaining consistency and accuracy of workplace operational records and documentation.