Workplace Operations Coordinator

Position Summary

We are seeking a highly organized and proactive Workplace Operations Coordinator to be the backbone of our office. This role is crucial for ensuring the smooth daily operations of our organization by managing a wide range of administrative, financial, and people-focused tasks. The ideal candidate is a detail-oriented professional with excellent communication skills who can handle confidential information with discretion and positively influence our company culture.

Key Responsibilities

Office Expansion & Relocation Support

• Move Coordination: Support the Operations team in the execution of the office relocation, assisting with equipment inventory, vendor scheduling, and on-site logistics.

• Space Setup: Assist in the physical setup of the new, larger office, including the organization of common areas, storage solutions, and workstations to ensure the space is "day-one" ready.

• Employee Transition: Act as a resource for the team during the move, helping to distribute new access badges, providing directions to new amenities, and assisting with desk transitions.

• Expansion Maintenance: Help maintain the increased footprint of the new office by conducting regular walkthroughs to identify maintenance needs or supply shortages.

Office & Vendor Support

• Vendor Liaison: Coordinate scheduling and building access for service vendors and deliveries; serve as the primary on-site point of contact for routine vendor visits.

• Inventory & Restocking: Maintain proactive stocking of kitchen supplies (snacks, beverages, coffee) and office essentials (printer paper, toner, stationery) to ensure seamless daily operations.

• Space Upkeep: Maintain the organization and "office-ready" aesthetic of the kitchen, supply areas, and all shared collaborative spaces.

• Task Tracking: Track recurring operational tasks (e.g., plant watering, water delivery, shredding services.

• Facility Assistance: Directly assist with facilities-related needs and ergonomic workspace setups for new and existing staff.

Administrative & Operations Support

• Logistics & Mail: Manage incoming mail and package distribution, including high-volume deliveries associated with the new office setup.

• Meeting Readiness: Support conference room readiness and meeting logistics (AV checks, catering setup, and room resets).

• Onboarding Prep: Assist with onboarding preparation, including physical workspace setup, supply kits, and access coordination for new hires.

• Financial Tracking: Maintain basic tracking of inventory costs and recurring operational expenses to support the budget.

• Compliance: Maintain full compliance by ensuring General Liability Insurance (GLI) is current and meticulously archiving Certificates of Insurance (COIs) from all vendors.

Financial & Accounting Support

• Transaction Processing: Manage daily financial transactions, including processing payments and tracking expenses.

Academic Qualifications

• Education: A bachelor’s degree in business, Admin or a related field is preferred.

Professional Experience

• Minimum of 5 years of experience in an office and administrative role.

• Proven experience with basic accounting tasks, invoicing, and expense management.

Preferred Skills

• Exceptional organizational skills and a high level of attention to detail.

• Strong written and verbal communication skills.

• Proficiency with communication and collaboration tools such as Zoom, Microsoft Teams, and Slack.

• Proficiency with financial software, Microsoft Office Suite (especially Excel), and project management tools.

• A proactive and resourceful mindset with the ability to manage multiple priorities.

• A natural collaborator who enjoys building a positive team culture.