Workplace Solutions Coordinator

EMCOR Facilities Services, Inc. • Waltham, MA

6d • Onsite

About The Position

The Workplace Solutions Site Coordinator supports daily operations and workplace services at a life sciences and office campus. The role is the primary on-site resource for workplace services, helping ensure facilities are safe, clean, compliant, and operational for research, laboratory, and administrative activities. The coordinator serves as a liaison among employees, vendors, landlords, security personnel, and facilities teams, and coordinates soft services, customer requests, inspections, vendor activities, and workplace projects. Success requires strong organization, customer focus, and the ability to manage multiple priorities while maintaining high service standards in a regulated life sciences environment.

The position supports workplace operations and service delivery; coordinates third-party vendors; conducts inspections and maintains operational and compliance records; assists with site CMMS administration and work orders; and supports access control, badge issuance, visitor management, and security coordination.

Requirements

• High school diploma or equivalent.
• At least one year of experience in facilities operations, workplace services, soft services coordination, or a related support role.
• Willingness to obtain OSHA 10 Certification upon hire.
• Ability to read and interpret safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence and speak effectively before groups of customers or employees.
• Ability to meet the stated physical demands, including occasionally lifting or moving up to 50 pounds.

Nice To Haves

• Associate degree, technical certification, or coursework in Facilities Management, Business Administration, Operations, or a related field.
• Experience supporting life sciences, pharmaceutical, biotechnology, healthcare, or laboratory facilities.
• Working knowledge of janitorial services, waste management programs, vendor coordination, and workplace operations.
• Experience using CMMS platforms, facility inspection software, or vendor management systems.

Responsibilities

• Serve as the primary on-site point of contact for workplace and soft services, including janitorial services, mail and courier services, waste and recycling programs, security coordination, site amenities, and general customer service.
• Respond promptly to employee and visitor requests and support a positive workplace experience.
• Ensure daily service schedules meet established standards and contractual requirements.
• Conduct routine workplace inspections and walkthroughs to verify cleanliness, functionality, and site readiness.
• Monitor common areas, conference rooms, break rooms, and shared spaces.
• Coordinate and oversee third-party vendors, ensuring compliance with contractual obligations, safety requirements, and site procedures.
• Escalate vendor performance concerns and assist with corrective action plans.
• Maintain vendor documentation, including certificates of insurance, licenses, training records, and compliance paperwork.
• Support vendor access, scheduling, and communication.
• Follow up on outstanding corrective actions to ensure timely completion.
• Maintain service logs, inspection reports, vendor visit records, and compliance documentation.
• Prepare routine status reports and update the Workplace Solutions Manager on service performance and operational issues.
• Support administration of the site's Computerized Maintenance Management System (CMMS), including onboarding users and providing basic system support.
• Route service requests and work orders to appropriate service providers and facilities personnel.
• Monitor work order progress and ensure requests are assigned and resolved appropriately.
• Coordinate with system administrators and CMMS support teams to address system-related issues.
• Support basic access control administration, including issuance of temporary, replacement, and initial access credentials.
• Coordinate employee access requirements with security personnel and campus stakeholders.
• Assist with badge issuance and tracking and serve as a liaison between site occupants and contracted security providers.
• Support visitor management processes and respond to access-related inquiries.

Benefits

• Competitive salary and benefits package.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED