Real Estate & Workplace Services Coordinator 1

Meet the team:

The Real Estate and Workplace Services Team (REWS), is an integral cross-function support team comprised of Facilities, Physical Security, Logistics, Asset Management, and Real Estate groups. This team is responsible for internal and external site coordination across all Latitude locations, as well as support for employees and external guests. The REWS Coordinator I will support operations out of our Greenville facilities, while remotely supporting operations across other Latitude sites, and actively managing the daily responsibilities described below.

This contract will be 12 months in length.

What you’ll do: 

• Facilities 
• Support daily facility operations across Palo Alto sites, addressing routine maintenance requests and troubleshooting building issues in coordination with Ford facility leads and vendors
• Assist with vendor and contractor management, scheduling, scope verification, quality control, and invoice/PO coordination for facilities related services
• Take direction from Facilities team leads on prioritization of daily tasks while exercising independent judgement to resolve routine issues without escalation
• Assist with space planning and moves/adds/changes as the organization scales
• Perform routine preventative maintenance tasks and facility inspections, ensuring upkeep of space and cleanliness of facility
• Support the development, documentation, and maintenance of facility policies and procedures, ensuring alignment with company risk tolerance and regulatory/contractual requirements
• Support event planning, space setup, vendor services, and on-site operational need
• Escalate issues and coordinate follow-up repairs as needed
• Monitor inventory and manage supply ordering from vendors for local sites
  
  
• Asset Management and Logistics
• Manage inbound shipments by receiving, verifying, and distributing goods via Envoy; reconcile purchase orders in NetSuite and resolve discrepancies with cross-functional teams. Coordinate carrier deliveries and distribute USPS mail per the distribution database
• Responsible for coordination, distribution, and assignment of all inbound and outbound assets at Greenville location. Act as inventory clerk for onsite bench, vehicle, and fleet teams
• Execute cycle counting requests, highlight risks, and report inconsistencies to leadership
• Coordinate inbound freight scheduling and receive deliveries independently using lift gate and pallet equipment. Prepare, palletize, and secure shipments to prevent damage. Complete all required BOL documentation, including NMFC and freight classification. Forklift certification is desirable
• Execute end-to-end outbound shipping operations for our Greenville location, including secure packaging, regulatory compliance, and proactive issue resolution
• Manage and track Jira tickets from intake through closure, ensuring timely updates, accurate documentation, and adherence to defined SLAs. Utilize workflow automations to maintain consistency, communicate effectively with stakeholders, and escalate issues when required to keep work streams on track
  
  
• Physical Security 
• Support the management of badging access control and CCTV/camera systems including provisioning, access group management, credential issuance, troubleshooting, and periodic access audits
• Provide support and coverage as needed for PS functions, including welcoming visitors, and supporting the interview candidate experience as needed
• Manage and support visitor management protocols and systems to ensure appropriate controls for contractors, vendors, and guests accessing secure or sensitive areas
• Support the development, documentation, and maintenance of physical security policies and procedures, ensuring alignment with company risk tolerance and regulatory/contractual requirements
  
  
• Workplace Safety
• Support overall workplace safety compliance, including documentation, policy development, and implementation
• Coordinate and support safety audits and inspections, tracking corrective actions and remediation through completion
• Support development and delivery of safety training and communications to employees
• Create and maintain accurate records for compliance reporting
  
  
• Ticket Management
• Steward excellence in all interactions with internal customers, team members, and external partners by providing prompt service and accurate information 
• Manage tickets in accordance with policies and procedures, including ad-hoc updates 
• Escalate and flag issues when necessary to ensure all areas of accountability are being met
• Utilize system automations to provide consistent, streamlined experience for all ticket participants
• Regularly monitor, update, troubleshoot, and close tickets based on defined standards to ensure metrics and SLAs are met
  
  
• Project Work
• Lead cross-functional projects with a high degree of accuracy and ownership with limited support from management
• Proactively manage scope, schedule, and budget with limited oversight
• Provide clear, transparent updates to stakeholders throughout project execution
  
  
• Cross-Training & Operational Support
• Participate in and support internal cross-training initiatives
• Build capability and coverage across all areas of REWS team responsibilities (shipping, receiving, asset management, etc.)
• Contribute to overall team resilience and continuity planning

What you'll need to succeed:

• Bachelor’s degree with two years of employment experience required. In lieu of a Bachelor’s degree, an Associate’s degree with four years of employment experience or a High School Diploma or GED equivalent with six years of employment experience required. Relevant fields include warehousing, asset management, customer-facing retail, or supervisory roles; Previous roles in similar R&D environments is a plus.
• 3-5 years of building facilities experience 
• Willingness to be available after hours and in emergency situations
• Experience with service ticketing platforms, shipping software, warehouse management systems (WMS), and asset control systems strongly preferred
• Ability to independently navigate complex issues while demonstrating exceptional problem-solving skills
• Strong attention to detail with a continuous improvement mindset and ability to streamline processes
• Working knowledge of IT assets, hardware components, vehicle parts, and similar product categories
• Ability to work independently, effectively self-manage priorities, meet defined KPIS/SLAs, troubleshoot issues, and adapt quickly in a dynamic environment
• Exceptional, demonstrated customer service skills and strong attention to detail
• Proficiency in Google Workspace and systems such as Jira, Insight, Fleetio, NetSuite, ShipStation, and Envoy, with the ability to quickly learn new platforms
• Strong knowledge of building systems and facility operations and skill set
• Strong time management and multitasking skills
• Ability to lift up to 50lbs required

Learn more about Latitude’s team, mission and career opportunities at lat.ai!

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