Workplace Services Coordinator

Trident Consulting Inc•Arlington, VA

1d•$30 - $35•Onsite

About The Position

Trident Consulting is an award-winning IT/engineering staffing company founded in 2005 and headquartered in San Ramon, CA. We specialize in placing high-quality vetted technology professionals. This role serves as a main point of contact for visitors, manages conference room scheduling, supports new-hire onboarding, and handles various facilities operations. The coordinator will also act as a liaison with property management, maintain office equipment and supplies, and assist with budgeting and reporting. Additionally, this role will be a logistical point of contact for a future office relocation and provide operational support to smaller service office locations.

Requirements

Minimum of 5 years professional experience
Facilities Management and/or Office Services experience. Previous hotel/hospitality front-of-house experience is also welcomed
Exceptional written and verbal communication skills including ability to communicate with all levels of staff, clients, and external professionals
Ability to interact with people at all levels including senior management
Basic understanding of local building and fire codes, Fire/Life/Safety plans, and Environmental Health & Safety standards
Basic understanding of commercial MEP systems and functionalities
Basic understanding of Audio/Visual conferencing systems
Demonstrated ability to work independently and prioritize multiple, high-priority tasks
Unimpeachable judgment and discretion in handling confidential information
Flexibility to perform job tasks outside of job description when necessary
Keen attention to detail with the ability to juggle multiple priorities
High level of integrity and ethics with the ability to maintain confidentiality
Strong working knowledge of Google and Microsoft Office Suite
Basic knowledge of or experience in cyber security

Responsibilities

Serve as a main point of contact for visitors, greeting and welcoming guests to the site, directing them appropriately and notifying company employees of the visitor arrival
Execute on all in-office workplace service events and/or employee activities, partnering with larger GREWS team members to ensure experiences are timely and equitable for all.
Assist with company local events & meetings (onsite/offsite conference room reservations, catering, décor, coordination, etc.)
Manage conference room scheduling and work effectively with meeting hosts during planning process, inclusive of information sharing related to catering and A/V capabilities.
Coordinate all aspects of onsite conferencing and meeting, including the configuration and setup of physical spaces including training and conference rooms.
Assist and align closely with IT/Helpdesk/EA/HR teams in support of setting up conference rooms, training rooms for corporate meetings, recruiting events, leadership functions, sales conferences, specialty events, etc. as required.
Support new-hire and onboarding process including workspace preparation, arrival and access credentials, and site familiarization.
Maintain security by following approved procedures, in partnership with Global Physical Security.
Maintain safe and clean reception area, break area, conference rooms, and all other workspaces.
Serve as the local subject matter expert for visiting staff as it relates to hotels, restaurants, team building activities, and general area knowledge.
Administer back-of-house facilities operations including general FF&E maintenance and MEP issues with responsible parties (landlord/property management, vendors, contractors, consultants, etc.).
Hold vendors accountable to service level agreements and meet with each to review deliverables on a recurring basis.
Meet and collaborate with business unit representatives and stakeholders on a regular basis.
Respond to all workplace inquiries, assess needs or issues, and take the necessary corrective action. Follow-up with proper leadership escalation or documentation where necessary.
Act as a liaison with Landlord/Property Management regarding all back-of-house maintenance issues. Champion a recurring meeting with all parties to ensure effective communication of property/building processes, maintenance events, and projects.
Monitor and maintain office equipment in partnership with the IT department (printers, shredders, etc.) where applicable.
Maintain accurate inventory levels and procure office supplies; including but not limited to snacks/supplies for break area, copy center, shipping/courier supplies.
Receive, sort and forward incoming mail. Maintain and route publications.
Coordinate the pick-up and delivery of express mail services (FedEx, UPS, etc.)
Assist GREWS leadership with OpEx budgeting, forecasts monthly expenses and monthly reporting in partnership with Finance.
Serve as logistical POC for upcoming relocation to new office space in 2027, pending project completion.
Partner with GREWS leadership on future office opening at new location, including day 1 readiness as well as development of processes and procedures.
Lend daily operational support, in remote capacity, to smaller service office locations within adjacent states/regions. This currently includes Toronto.
Report to the Client’s office M-F, 5 days per week.