Workplace Facilities Operations Coordinator

TCWGlobal•Sunnyvale, CA

1d•Onsite

About The Position

Our client is a growing research organization focused on building, understanding, and advancing foundation models. Their team works at the intersection of cutting-edge AI research, engineering, and technology. As they continue to grow and expand our workplace, they are looking for a hands-on and highly organized Workplace Facilities Operations Coordinator to help keep their new three-story office running smoothly. We are looking for an experienced Facilities professional to support the day-to-day operations of our new three-story office. This person will be the onsite bridge between employees, property management, vendors, and building services. Employees will come to this person with facilities-related issues, and this person will determine the appropriate next step and coordinate with the property manager or vendor to get the issue resolved. This is a Facilities-focused role, not a handyman position. You should understand building operations well enough to recognize an issue, understand what may be causing it, and know who to contact to resolve it.

Requirements

5+ years of Facilities, Facilities Management, Workplace Operations, Building Operations, or Property Management experience.
Experience supporting commercial office buildings with multi-floor environments.
Strong experience working closely with property managers
Experience working closely with vendors, contractors, janitorial teams, and building services.
Ability in recognizing basic plumbing, electrical, HVAC, building, or maintenance issues and knowing when to escalate to the appropriate vendor.
Knowledge of OSHA, building compliance, and emergency preparedness.
Experience coordinating fire drills, evacuation procedures, emergency response, or safety programs.
Experience managing maintenance requests, repairs, work orders, and building issues.
Experience working in a technology, startup, research, biotech, or similarly fast-paced environment.
Experience managing building access, badges, parking, office moves, and workspace needs.
Strong organizational skills with the ability to manage multiple facilities issues and priorities at the same time.
Strong communication and interpersonal skills and the ability to communicate professionally with employees, vendors, property management, and leadership.
Comfortable working onsite and being the primary point of contact for workplace/facilities needs.
Experience with facilities ticketing/work-order systems or able to learn.
Ability to work independently, prioritize tasks, and use good judgment when handling unexpected facilities issues.
Experience overseeing janitorial/day porter and other building service vendors.
Experience with facilities ticketing/work-order systems or the ability to quickly learn them.
Must be comfortable being onsite and serving as the primary facilities contact for employees.
Proficiency with Outlook, Slack, Microsoft Teams, and Microsoft Office.

Nice To Haves

Experience with ergonomics and employee workspace setup.
Experience coordinating waste/recycling programs.
Experience supporting office events, catering, all-hands meetings, and employee celebrations.

Responsibilities

Oversee day-to-day facilities operations for the three-story office.
Serve as the onsite point of contact between employees, property management, vendors, and contractors.
Coordinate maintenance requests, building issues, repairs, and work orders.
Conduct regular facility walkthroughs and identify issues such as leaks, equipment problems, cleanliness, or safety concerns.
Oversee janitorial, day porter, security, and other building service vendors.
Support OSHA, EHS, fire/life-safety, inspections, fire drills, and emergency preparedness.
Manage badges, building access, parking, and contractor access.
Work with property management on building services, signage, inspections, and compliance requirements.
Help manage the new facilities ticketing/work-order system and ensure employee requests are followed through.
Support kitchen, coffee machines, snacks, waste/recycling programs, and other office facility needs.
Coordinate with vendors and internal teams for office events, all-hands meetings, catering, and employee celebrations.
Provide front desk coverage in the morning before the administrative employee arrives.
Support workspace needs, ergonomics, office moves, and general employee facilities requests.
Use good judgment to determine when an issue requires property management, a vendor, IT, or another internal team.