Workplace Solutions Coordinator

EMCOR Facilities Services, Inc. • Waltham, MA

2d • Onsite

About The Position

The Workplace Solutions Site Coordinator is responsible for supporting the daily operations and workplace services functions at a dynamic life sciences and office campus. This position serves as the primary on-site resource for workplace services, ensuring facilities remain safe, clean, compliant, and operational to support research, laboratory, and administrative activities. The Site Coordinator acts as a key liaison between employees, vendors, landlords, security personnel, and facilities teams, coordinating soft services, customer requests, inspections, vendor activities, and workplace projects. The role requires a highly organized, customer-focused professional capable of managing multiple priorities while maintaining exceptional service standards in a regulated life sciences environment.

Requirements

• High School Diploma or equivalent required.
• Minimum of two (2) years of experience in facilities operations, workplace services, soft services coordination, or related support roles.
• Working knowledge of janitorial services, waste management programs, vendor coordination, and workplace operations.
• Ability to read and interpret documents such as safety rules, operating maintenance instructions and procedure manuals.
• Ability to write routine reports and correspond accordingly.
• Ability to speak effectively before groups of customers or employees of an organization.
• Experience working within regulated environments, including GLP, GMP, biotechnology, pharmaceutical, or research facilities.
• Familiarity with contamination control, laboratory support services, and regulated waste handling practices.
• Experience utilizing CMMS platforms, facility inspection software, or vendor management systems.
• The employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear.
• The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl and taste or smell.
• The employee must occasionally lift and/or move up to 50 pounds.
• Specific vision abilities required by this job include ability to adjust focus.

Nice To Haves

• Associate degree, technical certification, or coursework in Facilities Management, Business Administration, Operations, or related field preferred.
• Experience supporting life sciences, pharmaceutical, biotechnology, healthcare, or laboratory facilities strongly preferred.
• OSHA 10 or OSHA 30, First Aid/CPR Certification, FROL Certification
• IFMA Facility Management Professional (FMP), Other facilities- or safety-related credentials

Responsibilities

• Serve as the primary on-site point of contact for workplace and soft services operations, including janitorial services, mail and courier services, waste and recycling programs, security coordination, site amenities, and general customer service.
• Support a positive workplace experience by responding promptly to employee and visitor requests.
• Ensure daily service schedules are completed according to established standards and contractual requirements.
• Conduct routine workplace inspections and walkthroughs to verify cleanliness, functionality, and overall site readiness.
• Monitor common areas, conference rooms, break rooms, and shared spaces to ensure a professional and welcoming environment.
• Coordinate and oversee third-party vendors performing services on-site, ensuring compliance with contractual obligations, safety requirements, and site procedures.
• Monitor vendor performance and identify service gaps or deficiencies. Escalate performance concerns and assist in implementing corrective action plans.
• Maintain vendor documentation including certificates of insurance, licenses, training records, and compliance paperwork.
• Support vendor access, scheduling, and communication activities.
• Conduct routine inspections of assigned facilities and workplace areas.
• Identify deficiencies and initiate work orders or service requests through the CMMS/work order system.
• Follow up on outstanding corrective actions to ensure timely completion.
• Maintain accurate records, service logs, inspection reports, vendor visit records, and compliance documentation.
• Prepare routine status reports and provide updates to the Workplace Solutions Manager regarding service performance and operational issues.
• Support administration of the site's Computerized Maintenance Management System (CMMS).
• Assist with onboarding new 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 activities, 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 processes.
• Serve as a liaison between site occupants and contracted security providers.
• Support visitor management processes and access-related inquiries.
• Identify opportunities to improve workplace services, operational efficiency, cleanliness, and customer satisfaction.
• Support implementation of process improvements and best practices.
• Track and report key service metrics, including inspection results, response times, work order performance, and customer concerns.
• Participate in performance reviews and service improvement initiatives with management and vendors.

Benefits

• competitive salary and benefits package

What This Job Offers

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