Workplace Operations Coordinator

Marcus & Millichap Company•Palo Alto, CA

3d•Onsite

About The Position

We are seeking a highly organized and service-oriented Workplace Operations Coordinator to join our Human Resources team in Palo Alto, California. This role is responsible for supporting workplace and facilities operations, employee experience initiatives, company events, workplace services, as well as corporate housing administration. The Workplace Operations Coordinator plays an important role in creating a safe, efficient, and engaging workplace environment for employees, tenants, and guests. This position is ideal for someone who is organized, customer-focused, proactive, and who can successfully manage multiple priorities while balancing both operational and employee-facing responsibilities. This is a full-time position with in-office, daily hours from 8:00 a.m. to 5:00 p.m. The Workplace Operations Coordinator reports to the Head of HR.

Requirements

Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
Strong written and verbal communication skills.
Excellent customer service and interpersonal skills, with the ability to build relationships across all levels of the organization.
Strong organizational skills with the ability to manage multiple priorities and deadlines.
Ability to work independently and exercise sound judgment.
Strong attention to detail and problem-solving abilities.
Professional, positive, and service-oriented approach.
Bachelor's degree or equivalent combination of education and relevant experience preferred.
At least 2–4 years of experience in facilities coordination, workplace operations, office administration, employee experience, event planning, property management, or a related field.

Nice To Haves

Experience coordinating vendors, budgets, facilities services, and workplace events preferred.
Experience working in a corporate office environment preferred.

Responsibilities

Coordinate building maintenance, repairs, and workplace improvement projects.
Manage relationships with vendors and service providers, including janitorial, landscaping, HVAC, furniture, security, and life-safety providers.
Monitor facility conditions and ensure common areas, reception areas, conference rooms, and workspaces are well maintained.
Coordinate workstation setups, office moves, workplace access, and ergonomic requests.
Provide scheduled front desk coverage and serve as a primary point of contact for employees, visitors, tenants, vendors, and guests.
Coordinate visitor check-in, conference room readiness, office services, and workplace support requests.
Maintain facility records, maintenance logs, workplace documentation, and emergency preparedness materials.
Support workplace safety and emergency preparedness initiatives.
Support employee onboarding, orientation, and workplace readiness activities for new hires.
Provide operational and logistical support for employee engagement initiatives, wellness programs, and company-sponsored events.
Manage event logistics, including vendors, catering, communications, supplies, and budgets.
Coordinate and drive employee engagement, workplace culture, and employee experience initiatives across the organization.
Identify opportunities to enhance the employee experience and workplace environment.
Serve as the primary point of contact for vendors, contractors, and service providers.
Monitor vendor performance and ensure timely resolution of maintenance and service requests.
Coordinate office access, including keys, keycards, and security systems.
Maintain key and access inventories and partner with IT and security providers as needed.
Maintain office contact directories and distribute updates, as necessary.
Respond to tenant requests and facilitate timely resolution of building-related concerns.
Build and maintain positive relationships with tenants, vendors, and service providers.
Manage reservations and housekeeping for corporate homes.
Coordinate landscaping, maintenance, repairs, and vendor services for corporate homes and tenant properties.
Purchase and maintain inventories of household supplies and furnishings for corporate homes.
Process guest charges and maintain property records, keys, and maintenance logs for corporate homes.
Maintain property keys, access records, and maintenance logs for tenant properties.
Review invoice accuracy and supporting documentation and submit invoices for approval and payment processing.
Assist with the preparation and management of annual budgets for facilities, employee events, reception services, and corporate housing operations.
Maintain accurate records, reports, contracts, and facility documentation.
Support cross-functional projects and workplace initiatives as assigned.
Perform other duties and special projects as needed.