Workplace Coordinator

Diraq•Palo Alto, CA

9d•Onsite

About The Position

Diraq is building scalable quantum computing technology using silicon-based quantum processors and semiconductor manufacturing processes. With operations in Australia, the United States, and Europe, the company brings together scientists, engineers, and business professionals to advance quantum computing. The Workplace Coordinator is a junior-level role on Diraq’s Palo Alto team, supporting the employee and visitor experience as the company grows in the United States. Over the next 12 months, the role will help coordinate the transition to a new Palo Alto workplace, establish workplace processes, and provide a seamless experience for employees, customers, investors, partners, suppliers, prospective employees, and other visitors. Reporting to the Operations Manager, the coordinator supports workplace operations, facilities management, vendor coordination, employee experience initiatives, and visitor services. The role also contributes to office relocation and workplace projects, health and safety compliance, reception, and general administrative support. The successful candidate is organized, service-oriented, and interested in helping build and scale workplace operations within a fast-growing global quantum computing company.

Requirements

At least 2 years of experience in office administration, workplace coordination, facilities coordination, hospitality, or a related role.
Associate degree, bachelor's degree, or equivalent practical experience.
Experience working in a professional office environment.
Strong organizational skills and ability to manage multiple priorities simultaneously.
Excellent verbal and written communication skills.
High attention to detail and strong problem-solving abilities.
Customer-service mindset and proactive approach to supporting employees and visitors.
Ability to work independently and collaborate effectively with a broader team.
Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
Ability to lift and move office supplies and equipment as required.

Nice To Haves

Experience supporting facilities, workplace operations, or office management functions.
Experience coordinating vendors, contractors, or service providers.
Familiarity with workplace health and safety requirements.
Experience using workplace, facilities, purchasing, or ticketing systems.
Experience working in a fast-paced technology, engineering, or startup environment.
First Aid certification or willingness to obtain certification.
Experience supporting employee events and workplace engagement initiatives.

Responsibilities

Support daily operation of the Palo Alto office and keep the workplace professional, functional, and welcoming.
Manage office supplies, consumables, kitchen inventory, and workplace amenities.
Coordinate incoming and outgoing deliveries, mail, and shipments.
Maintain workplace documentation, records, and administrative processes.
Assist with onboarding and offboarding, including workspace setup and equipment coordination.
Provide general administrative support to the Operations team.
Conduct routine workplace inspections and identify maintenance requirements.
Coordinate repairs, preventative maintenance, and service requests with building management and vendors.
Monitor office equipment, furnishings, and shared spaces to ensure they remain operational and well maintained.
Support office moves, furniture installations, and workplace improvement initiatives.
Track facilities-related requests and help ensure timely resolution.
Liaise with external vendors, service providers, and contractors; coordinate cleaning, catering, maintenance, security, waste management, and other workplace services.
Raise purchase requests, track orders, assist with invoice processing, and manage facilities vendors, contractors, and suppliers.
Support planning and coordination for the Palo Alto office relocation and workplace expansion, including move logistics, furniture installation, workplace setup, employee communications, and transition planning.
Help establish workplace standards, operating procedures, and services for the new office.
Coordinate workplace project tasks and track action items; assist with occupancy readiness and day-one operational preparedness.
Welcome visitors and coordinate visitor schedules, access requirements, catering, room bookings, and onsite logistics.
Prepare meeting spaces and visitor areas and support executive visits, customer demonstrations, board meetings, partner workshops, and company events.
Partner with internal teams to deliver a visitor experience that reflects Diraq's brand and culture.
Assist with planning and coordinating internal meetings, workshops, team events, and employee engagement activities.
Support workplace health and safety initiatives, compliance activities, emergency preparedness programs, inspections, and safety audits.
Help maintain safety records, training registers, and workplace notices; coordinate safety supplies and support emergency response activities as required.
Promote safe work practices and contribute to a positive safety culture.
Support employee programs, recognition initiatives, and workplace communications; respond promptly and professionally to workplace-related employee enquiries.
Contribute ideas to improve workplace services, processes, and employee satisfaction.