Workplace Operations Coordinator

Core Builders•San Jose, CA

4d•$50,000 - $65,000•Onsite

About The Position

The Workplace Operations Coordinator is responsible for executing the day-to-day activities that support an organized, professional, welcoming, and highly functional workplace. This role serves as the operational backbone of the Workplace Operations function and is responsible for maintaining office readiness, supporting employee experience initiatives, coordinating onboarding and offboarding logistics, delivering exceptional visitor experience, and providing outstanding internal customer service. Working closely with the Manager of Employee Experience & Workplace Operations, Human Resources, IT, and company leadership, this position plays a key role in creating a workplace environment that supports employee productivity, engagement, collaboration, and culture. The ideal candidate is highly organized, proactive, service-oriented, and capable of balancing multiple priorities while maintaining a positive and professional attitude. This individual takes pride in creating a workplace that is consistently organized, well-maintained, welcoming, and reflective of CORE's culture and standards.

Requirements

Associate's degree or Bachelor's degree
Experience in workplace operations, office administration, hospitality, employee experience, facilities coordination, customer service, event coordination, or related functions, is a plus.
Proficiency with Microsoft Office Suite, Outlook, Teams, and workplace collaboration tools.
Demonstrated ability to anticipate needs, take initiative, and operate with a high level of ownership and accountability.
Strong organizational and time-management skills.
Excellent written and verbal communication skills.
Ability to manage multiple priorities in a fast-paced environment.
Strong customer-service orientation and hospitality mindset.
Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment visa at this time.

Responsibilities

Maintain the day-to-day readiness, organization, and appearance of the office.
Conduct regular walkthroughs of common areas, conference rooms, kitchens, break rooms, and visitor-facing spaces.
Ensure office supplies, workplace resources, and shared equipment are adequately stocked and maintained.
Coordinate service requests with property management and workplace vendors.
Monitor workplace conditions and proactively identify operational issues requiring attention.
Support office moves, workstation relocations, and workplace improvement initiatives.
Maintain office directories, seating charts, and workplace records.
Serve as the primary workplace contact for visitors, candidates, clients, vendors, and guests.
Create a welcoming, professional, and hospitality-focused arrival experience.
Coordinate visitor logistics, parking information, building access instructions, and meeting preparation.
Ensure visitors are promptly greeted and assisted appropriately upon arrival.
Notify hosts of visitor arrivals and facilitate a seamless guest experience.
Prepare conference rooms and meeting spaces, including room setup, materials, beverages, and hospitality requirements.
Coordinate catering and refreshments for meetings and special events.
Monitor reception, lobby, and visitor-facing areas to ensure they remain organized, professional, and visitor-ready.
Support and reinforce CORE’s visitor experience standards.
Partner with hosts, leadership, and Workplace Operations to continuously improve the visitor experience.
Maintain visitor logs, meeting schedules, and hospitality-related records as needed.
Help maintain a professional, organized, and welcoming office environment.
Ensure conference rooms are clean, organized, stocked, and prepared for meetings.
Monitor kitchens, break areas, and common spaces to ensure they meet workplace appearance standards.
Coordinate replenishment of office supplies, beverages, snacks, and workplace resources.
Proactively identify and address workplace appearance or organization issues.
Support workplace standards through service, responsiveness, and leadership by example.
Help ensure the workplace consistently reflects CORE’s culture and professional standards.
Coordinate workplace logistics for all new hires.
Prepare workstations, office supplies, welcome materials, and onboarding resources.
Partner with HR and IT to ensure employees are ready for their first day.
Conduct office tours and introduce new employees to workplace resources and amenities.
Assist with onboarding events, ‘welcome’ activities, and employee introductions.
Ensure onboarding logistics are completed accurately and on time.
Collect onboarding feedback and share observations for continuous improvement.
Support employee transfers, relocations, and workspace changes.
Coordinate workplace-related offboarding activities.
Support collection and tracking of workplace assets, access cards, parking materials, badges, and keys.
Coordinate workspace transitions and employee moves.
Prepare workspaces for reassignment, transfers, and new hires.
Update workplace records, seating charts, and office directories.
Support employee recognition programs, service anniversaries, milestone celebrations, and workplace events.
Assist with employee engagement initiatives and culture-building programs.
Coordinate Workplace Operations aspects of employee meetings, gatherings, and appreciation events.
Support volunteer activities, community involvement programs, and employee engagement opportunities.
Assist with gathering employee feedback and identifying opportunities to improve workplace experience.
Partner with HR and the Manager, Employee Experience & Workplace Operations on engagement and culture initiatives.
Coordinate logistics for office events, celebrations, meetings, volunteer activities, and employee gatherings.
Support company-sponsored volunteer events, charitable programs, and community outreach activities.
Assist with planning, setup, materials, registrations, and event execution.
Coordinate catering, room setup, supplies, and event logistics.
Maintain event calendars and participation records.
Coordinate vendor visits, service requests, deliveries, and maintenance appointments.
Support vendor communications and scheduling.
Assist with invoice processing, purchase tracking, and office expenditures.
Maintain vendor records and operational documentation.
Obtain quotes and information from vendors as requested.
Support workplace budgeting and resource planning activities.
Support onboarding and offboarding technology logistics in partnership with IT.
Coordinate workstation readiness and equipment distribution.
Assist with equipment inventory tracking and workplace technology coordination.
Escalate technical issues to IT appropriately.
Serve as a liaison between employees and IT for workplace-related coordination needs.
Identify opportunities to improve workplace processes, organization, and service delivery.
Recommend ideas that enhance efficiency, hospitality, and employee experience.
Assist with implementation of operational improvements and workplace initiatives.
Support process documentation and workflow standardization.
Contribute to a culture of continuous improvement within Workplace Operations.
Build positive relationships with employees, visitors, clients, vendors, and business partners.
Demonstrate a strong customer service and hospitality mindset in all interactions.
Maintain professionalism, confidentiality, and sound judgment.
Respond to workplace requests in a timely and solutions-oriented manner.
Represent CORE positively and professionally.
Promote collaboration, teamwork, accountability, and service excellence.