Workplace Operations Lead - Denver

Gusto•Denver, CO

9d•Onsite

About The Position

The Workplace Operations Lead – Denver plays a key role in ensuring seamless day-to-day workplace operations while delivering a high-touch, hospitality-driven employee experience at our Denver office. This position oversees facilities coordination, vendor management, asset tracking, preventative maintenance and repair, workplace request workflows, office services, on-site event support, EH&S program management, and process improvement. The ideal candidate is operationally strong, detail-oriented, proactive, and passionate about creating engaging and efficient workplace environments. They also operate as a human-centered, AI-enabled site leader, using data and AI insights to proactively manage safety, space, and services while preserving a high-trust, inclusive experience for Gusties. Due to the onsite nature of this role's responsibilities, the Workplace Operations Lead is expected to work in the Denver office 5 days per week.

Requirements

5 to 7 years of experience in workplace operations, facilities coordination, or office management.
Hands-on experience managing day-to-day site operations, including maintenance, vendors, asset tracking, and employee support services.
Demonstrated experience with preventative maintenance scheduling and facilities repair coordination.
Experience building, developing and executing facility programs.
Strong organizational skills with the ability to prioritize multiple requests and manage workflows effectively.
Comfortable working with workplace tools and ticketing systems (e.g., Jira, ServiceChannel, Notion).
Proven ability to build relationships with vendors, employees, and cross-functional partners (e.g., IT, HR, Security).
Strong communication skills and a customer service mindset with attention to detail.
Ability to conduct routine site inspections and ensure compliance with safety, security, and workplace standards.
Proactive problem-solver who can identify issues quickly and propose practical solutions.
AI is embedded in your regular workflows, not just something you experiment with occasionally.
You can demonstrate how your work looks meaningfully different than it did six months ago because of AI, and you have built skills that automate portions of how you work.
Using AI tools (Claude and MCPs) daily to draft communications, process requests, analyze vendor or budget data, and reduce manual work.
Demonstrating embedded AI habits — you have rewired how you work around AI, not just added it as a layer on top.
Actively contributing workflows and skills that can be shared with the broader team.

Nice To Haves

Familiarity with IIPP, emergency action plans, and safety inspections is preferred.

Responsibilities

Maintain an inviting, clean, and well-stocked environment across the Denver office.
Lead on-the-ground support for new hire onboarding, badge distribution, and daily employee needs.
Support internal programs and office events in partnership with Workplace Experience and Community and Inclusion Teams.
Communicate workplace guidelines and updates clearly and consistently to Denver-based employees and stakeholders.
Use AI tools to draft employee communications, summarize recurring feedback, and identify patterns in workplace requests.
Manage and resolve incoming workplace requests using Jira, Notion, or ServiceChannel, ensuring timely follow-up and tracking.
Consolidate all incoming requests (Slack, email, ticketing tools, in-person) into a unified intake and triage process.
Serve as the primary point of contact for Denver employees seeking workplace support.
Coordinate with Denver-based vendors for scheduled maintenance, cleaning, HVAC, plumbing, shred, First Aid, and security services.
Own the Denver preventative maintenance program — schedule and track recurring PMs for HVAC, UPS/power systems, fire and life safety, pest control, and other critical building systems; ensure no service lapses.
Oversee facilities repairs end-to-end — triage, assign, and follow up on corrective maintenance work orders; coordinate contractors and vendors; verify completion and quality.
Manage asset tracking for the Denver office — maintain an accurate inventory of furniture, equipment, and key building assets; record condition, location, and service history; flag items due for replacement or repair.
Conduct routine inspections of the Denver office to ensure workplace safety, comfort, and readiness.
Oversee on-site physical security vendors, including access management and coordination with security teams.
Collaborate with the Workplace Operations Lead on capital repairs and budget tracking across the Denver portfolio.
Apply AI-assisted workflows to track open requests, flag overdue items, and reduce time spent on repetitive coordination tasks.
Use AI-driven dashboards for real-time visibility into occupancy, safety alerts, and resource usage, and translate those signals into clear, people-first decisions for the site.
Leverage AI tools for space-utilization forecasting and vendor performance tracking to ensure smooth day-to-day operations and high vendor quality.
Build and utilize new AI-enabled workplace technologies, measure their impact, and iterate based on feedback to improve safety, experience, and efficiency.
Manage relationships with Denver-specific vendors across food and beverage, janitorial, supplies, and maintenance categories.
Oversee procurement processes and vendor performance against service-level expectations.
Use systems like Zip to streamline purchasing and payment tracking.
Ensure compliance with safety and workplace regulations through routine audits.
Leverage AI tools to analyze vendor spend, draft vendor communications, and surface performance trends.
Maintain and update the compliance matrix — track regulatory requirements across IIPP, SB553, ergonomics, and emergency action plans; ensure documentation is current and accessible using built AI tools.
Schedule and run fire drills and emergency evacuation exercises — coordinate with building management and security; document completion and outcomes.
Conduct regular site safety inspections — walk the Denver office on a defined cadence to identify hazards, flag issues, and ensure corrective actions are completed.
Maintain regulatory postings and ensure all required signage is current across the Denver office.
Build and use AI workflows to track and follow up on incident reports and corrective actions; escalate to the Head of Workplace Operations as needed.
Support ergonomics requests and coordinate assessments for Denver-based employees.
Partner with the Head of Workplace Operations on EH&S program strategy, policy updates, and cross-functional coordination with HR and Legal.
Support internal and external events at the Denver office in partnership with the Workplace Experience team.
Support event logistics, including vendor scheduling and space readiness and setup.
Ensure vendors complete timely post-event cleanup and reset spaces for regular workplace use.