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Key Responsibilities and Required Skills for Workplace Coordinator

💰 $ - $

FacilitiesOperationsOffice ManagementHuman ResourcesWorkplace Experience

🎯 Role Definition

The Workplace Coordinator is responsible for ensuring a safe, efficient, comfortable and well-managed workplace by coordinating facilities operations, vendor services, space planning, workplace technology, and employee-facing services. This role partners with HR, IT, real estate, and business leaders to deliver excellent workplace experiences, support hybrid work models, manage budgets, and maintain compliance with building, health & safety, and vendor contract requirements. Ideal candidates are proactive, customer-focused, organized, and experienced in juggling multi-stakeholder priorities in fast-paced corporate environments.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant / Office Assistant
  • Facilities Assistant / Facilities Technician
  • Reception or Mailroom Coordinator

Advancement To:

  • Workplace Manager / Senior Workplace Coordinator
  • Facilities Manager / Head of Facilities
  • Operations Manager / Director of Workplace Experience

Lateral Moves:

  • HR Generalist (Workplace/Onboarding focus)
  • Office Manager / Executive Assistant with office operations emphasis
  • Events or Campus Experience Manager

Core Responsibilities

Primary Functions

  • Manage day-to-day office operations and front-of-house services, ensuring reception, mailroom, courier services, and visitor logistics run smoothly and deliver a professional workplace experience.
  • Coordinate and manage relationships with external vendors (cleaning, security, catering, maintenance, AV, mail/courier providers), including sourcing, negotiation, contract execution, SLAs and performance monitoring.
  • Oversee workplace safety, emergency preparedness, and building compliance by maintaining safety documentation, conducting regular site inspections, coordinating drills, and ensuring adherence to local health & safety regulations.
  • Administer space planning and seating assignments, lead office moves and relocations, and liaise with real estate or landlords to optimize space utilization and workplace layout.
  • Serve as the primary liaison with IT for workplace technologies—conference room AV, room scheduling systems, access control, desk hoteling platforms and Wi-Fi issues—ensuring timely resolution and reliable employee experience.
  • Manage onboarding and offboarding logistics for employees (badge access, workspace setup, IT handoffs, welcome kits), coordinating with HR and IT to guarantee smooth transitions.
  • Oversee procurement and inventory management for office supplies, kitchen stock, ergonomics equipment, small furniture and workplace assets; establish reorder points and vendor agreements to control costs.
  • Maintain and update asset registers and fixed asset tracking for workplace furniture, equipment and shared devices; coordinate tagging, inventory audits and disposal/recycling procedures.
  • Build and manage the workplace budget, track operating expenses, prepare monthly reports, forecast needs, and identify cost-saving opportunities without sacrificing service quality.
  • Plan and execute workplace events, company meetings, town halls and employee experience initiatives—end-to-end logistics, vendor sourcing, catering, AV requirements and post-event evaluation.
  • Develop and maintain workplace policies and standard operating procedures (SOPs) for facilities use, meeting room booking, shared spaces, visitor protocols and hybrid work guidelines.
  • Coordinate repairs, preventive maintenance and facilities projects, including vendor work orders, project timelines, quality control checks and escalation management for critical issues.
  • Monitor building systems and liaise with building management for HVAC, elevator, utilities and janitorial services; escalate or coordinate corrective action for service interruptions.
  • Implement and monitor workplace KPIs and service-level metrics (response times, satisfaction scores, meeting room utilization, cost per employee), prepare dashboards and present insights to leadership.
  • Manage access control and security administration: badge issuance, guest access, ID verification, key control, and coordination with security providers to maintain a secure environment.
  • Conduct workplace ergonomics assessments and coordinate adjustments or equipment requests to reduce workplace injury risk and improve employee comfort and productivity.
  • Lead sustainability and workplace improvement programs (waste reduction, recycling, energy efficiency initiatives) in partnership with corporate sustainability teams.
  • Support lease administration and renewal processes by collating usage data, assisting with space strategy, and providing operational insights for real estate negotiations.
  • Create and maintain workplace communications (intranet pages, newsletters, signage) to inform employees about facilities updates, service changes, and community events.
  • Act as escalation point for employee workplace issues, resolve conflicts with empathy and speed, and coordinate cross-functional follow-up to ensure root causes are addressed.
  • Prepare and manage RFPs and vendor selection processes, evaluate bids, negotiate terms, and oversee contract commencement and vendor onboarding.
  • Facilitate hybrid and flexible work programs by managing desk hoteling, booking systems, and policies that support distributed teams and equitable access to workplace resources.
  • Support capital improvement projects and office refreshes by coordinating contractors, securing permits, tracking budgets and ensuring projects meet scope, schedule and quality standards.
  • Maintain confidentiality and handle sensitive employee and corporate information with discretion, especially related to security, access, and incident reporting.
  • Provide backup support for reception and hospitality functions during peak periods and employee-facing initiatives to maintain consistent service levels.

Secondary Functions

  • Generate monthly workplace performance reports and present recommendations to leadership to improve efficiency and employee satisfaction.
  • Support ad-hoc projects such as site expansions, program pilots, and workplace software rollouts by coordinating stakeholders and tracking project milestones.
  • Assist with procurement and vendor invoice validation, ensuring invoices match purchase orders and work orders before processing.
  • Contribute to continuous improvement initiatives for workplace processes, checklists and SOPs to increase reliability and reduce time-to-resolution for common requests.
  • Maintain a knowledge base of vendor contacts, building protocols, equipment manuals and common troubleshooting steps for frontline staff.
  • Coordinate periodic workplace surveys and feedback mechanisms, analyze results, and support implementation of actionable improvements.
  • Administer key card and access databases, ensuring timely deactivation of ex-employees and regular audits of active credentials.
  • Support cross-site coordination for organizations with multiple offices, ensuring consistency of workplace standards, policies and services.
  • Participate in workplace strategy discussions to align operational execution with long-term company growth plans and hybrid work models.
  • Provide ad-hoc support for executive-level office needs and confidential events, ensuring high discretion and seamless delivery.

Required Skills & Competencies

Hard Skills (Technical)

  • Facilities management and vendor management: contract negotiation, SLA tracking, vendor performance evaluation and RFP management.
  • Office operations & workplace services: mail/courier administration, reception management, meeting room scheduling and visitor logistics.
  • Space planning and workplace moves: relocation planning, seating assignment tools, and coordination with real estate and design teams.
  • Workplace technology platforms: experience with room booking systems, desk-hotel platforms, access control systems, AV support, and desk booking apps (e.g., Condeco, Robin, Envoy, Teem).
  • Health, safety & compliance: knowledge of OSHA/local workplace safety regulations, emergency preparedness, building codes and incident reporting.
  • Procurement and budget management: purchase order processing, invoice reconciliation, expense tracking, and basic budget forecasting.
  • Asset management & inventory control: fixed asset registers, tagging, asset lifecycle tracking and disposal procedures.
  • Project coordination: experience using project management and ticketing tools (Asana, Jira, ServiceNow, Trello) to manage projects and facilities work orders.
  • Contract administration: understanding of vendor contracts, SLAs, service agreements and lease administration basics.
  • Data-driven reporting: ability to create and interpret workplace KPIs, utilization metrics and executive summaries using Excel, Google Sheets, or BI tools.

Soft Skills

  • Exceptional organizational skills with the ability to prioritize competing requests and manage multiple projects simultaneously.
  • Strong interpersonal and stakeholder management skills; able to build relationships across HR, IT, real estate, finance and business teams.
  • Excellent written and verbal communication; competent in producing clear facility notices, SOPs and executive reports.
  • Customer-service orientation and hospitality mindset; committed to delivering a positive employee workplace experience.
  • Problem-solving aptitude and calm under pressure; able to respond to urgent incidents and coordinate rapid resolution.
  • Attention to detail and process discipline in contract administration, inventory management and compliance tasks.
  • Discretion and integrity when handling confidential employee, security and access data.
  • Adaptability and resilience to changing priorities in fast-growing or hybrid work environments.
  • Collaborative team player who can both lead initiatives and support peers in cross-functional work.
  • Continuous improvement mindset: comfortable analyzing feedback and metrics and implementing iterative workplace enhancements.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent; vocational certifications in facilities, safety or office management are beneficial.

Preferred Education:

  • Bachelor's degree in Business Administration, Facilities Management, Human Resources, Real Estate, Operations Management, or related field.

Relevant Fields of Study:

  • Business Administration
  • Facilities Management / Engineering Technology
  • Human Resources Management
  • Real Estate / Property Management
  • Operations Management
  • Hospitality or Event Management

Experience Requirements

Typical Experience Range:

  • 2–5 years in office operations, facilities coordination, workplace experience, or related roles supporting multi-site or corporate environments.

Preferred:

  • 3–5+ years of progressive experience coordinating workplace services, vendor programs, space planning and workplace technology in medium to large organizations; prior experience with budget oversight and project coordination is highly desirable.
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