Workplace Coordinator (Contract A1421)

Employer.com•New York, NY

17d•Onsite

About The Position

The Workplace Coordinator will support a leading AI safety and research company in New York, helping maintain an office where employees can focus, collaborate, and feel welcome and supported. The workplace team has a strong in-person presence and aims to provide a safe, functional, comfortable environment with a consistently high level of service. The role coordinates vendors responsible for daily office operations and maintenance, responds to employee requests through an internal ticketing system, addresses workplace issues, handles minor repairs, and arranges vendors for more complex work. It also supports emergency response in partnership with Security and helps maintain compliance with local codes. The coordinator manages competing priorities, sets up furniture and workstations for meetings and events, maintains Standard Operating Procedures, and helps develop office culture and norms. The position partners closely with People Operations, Security, vendors, and the extended workplace team. Additional support areas include HVAC and preventive maintenance, office moves and reconfigurations, and safety, permits, inspections, and code compliance. This is a full-time contract of approximately six months, from October 27, 2026 to April 23, 2027, for 40 hours per week.

Requirements

At least 5 years of experience in workplace coordination and building operations.
Working knowledge of building systems such as HVAC, elevators, plumbing, and lighting, and ability to supervise maintenance, repairs, and services.
A service-minded, solution-oriented approach and enthusiasm for essential behind-the-scenes work.
Comfort taking on a wide range of tasks, from small fixes to larger projects.
Excellent organizational and communication skills and ability to multitask.
Ability to lift up to 50 pounds.

Nice To Haves

Experience managing workplace projects or programs, such as HVAC, preventive maintenance, and office moves, in a multi-building or high-growth environment.
Experience with vendor management, food and beverage service, and hospitality.
Experience managing permit, license, and inspection requirements.
Interest in artificial intelligence and its safe, beneficial development.

Responsibilities

Coordinate and manage vendors responsible for day-to-day office operations and maintenance, including deliveries, office supplies, and janitorial services.
Partner with the extended workplace team to keep buildings running smoothly and provide employees with a safe, functional, and comfortable environment.
Respond to requests in the internal ticketing system within Service Level Agreements, communicating clearly, promptly, and empathetically.
Address workplace issues promptly, engage the appropriate vendors, and keep colleagues informed until issues are resolved.
Handle minor repairs and maintenance tasks and coordinate vendors for more complex repairs.
Provide emergency response support in partnership with Security and help maintain compliance with local codes.
Manage competing priorities and determine what should be addressed first.
Set up furniture configurations for onsite meetings and events.
Perform workstation setups, including monitors, monitor arms, and other ergonomic equipment.
Help maintain Standard Operating Procedures.
Develop and preserve office culture and norms.
Partner closely with People Operations, Security, and vendors.
Support HVAC and preventive maintenance, office moves, restacks and reconfigurations, and safety, permits, inspections, and code compliance.