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Key Responsibilities and Required Skills for Workplace Program Coordinator

💰 $ - $

Human ResourcesWorkplace ExperienceProgram ManagementFacilities

🎯 Role Definition

The Workplace Program Coordinator is a hands-on program manager responsible for designing, executing, and continuously improving workplace and facilities programs that deliver exceptional employee experience, efficient use of space, and reliable service delivery. This role partners with HR, Facilities, IT and Procurement to coordinate on-site services, vendor relationships, budgeting, data-driven improvements, and communication plans. The ideal candidate combines program management discipline, vendor and contract experience, strong stakeholder engagement, and a service-oriented mindset to run scalable workplace programs across one or multiple sites.

Key focus areas: workplace experience, office operations, vendor & contract management, event and meeting programs, space utilization and desk hoteling, workplace technology adoption, safety & compliance, and data-driven program improvement.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Office Coordinator / Office Manager
  • Facilities Coordinator / Facilities Assistant
  • Program Coordinator (Events, HR, or Operations)

Advancement To:

  • Workplace Program Manager
  • Senior Manager, Workplace Experience
  • Facilities Operations Manager
  • Head of Workplace/Office Experience

Lateral Moves:

  • Employee Experience Manager
  • HR Business Partner (with focus on people programs)
  • Facilities Project Manager

Core Responsibilities

Primary Functions

  • Design, launch, and manage workplace programs (desk hoteling, visitor experience, meeting room management, hybrid work policies) end-to-end, ensuring programs meet adoption and performance targets while aligning to corporate policies and culture.
  • Own vendor relationships and third-party service agreements for catering, cleaning, security, reception, mailroom and office supplies: lead sourcing, negotiate SLAs and pricing, manage onboarding, and enforce contract compliance and performance metrics.
  • Coordinate daily office operations and front-of-house services to provide a consistently excellent employee and visitor experience, including reception oversight, mail and package handling, and concierge services.
  • Develop and manage program budgets, monitor spend vs. plan, process purchase orders and invoices, and prepare monthly financial reports and variance analyses for leadership.
  • Serve as the single point of contact for workplace incidents, escalations, and service outages; coordinate rapid response with facilities, IT, security and external vendors, document resolution steps, and maintain an incident log.
  • Lead space utilization and occupancy initiatives: collect and analyze occupancy data, recommend space optimization strategies, reconfigure workspaces, and coordinate implementation with facilities and real estate partners.
  • Plan and execute workplace events and large-scale in-office programs (all-hands meetings, wellness days, learning events) including logistics, vendor coordination, attendee management and post-event evaluation.
  • Implement, configure and administer workplace technology platforms (desk booking, visitor management, service ticketing) and drive adoption through training, communications and user support.
  • Establish and track key program KPIs (occupancy, satisfaction, response SLAs, cost per employee) and produce executive-ready dashboards and monthly performance reports.
  • Develop and maintain workplace policies and procedures (hybrid work guidelines, meeting room etiquette, safety protocols), communicate changes to the organization and partner with HR and legal on policy governance.
  • Conduct regular vendor performance reviews and quarterly business reviews (QBRs), using data and feedback to drive service level improvements and renegotiate terms as needed.
  • Manage small capital and improvement projects (furniture refreshes, office reconfigurations, signage programs) including scoping, vendor selection, timeline tracking and budget control.
  • Run onboarding and offboarding logistics for employees, ensuring workspace setup, access provisioning, allocation of equipment and disposal/recovery of assets for departing staff.
  • Conduct regular workplace surveys, focus groups and site walkthroughs to collect feedback, identify friction points and prioritize program improvements that increase engagement and productivity.
  • Maintain inventory of workplace assets (furniture, supplies, shared equipment), run replenishment cycles and optimize stock levels to minimize stockouts and waste.
  • Coordinate safety, emergency preparedness and business continuity activities: manage evacuation plans, first-aid resources, emergency drills, and coordinate with security and facilities to reduce risk.
  • Act as a workplace communications lead: create newsletters, intranet content, FAQs and guidebooks to educate employees about workplace offerings, changes and best practices.
  • Support diversity, equity and inclusion initiatives at the workplace level by ensuring accessibility, inclusive signage and programming that accommodate diverse employee needs.
  • Work with Legal, Procurement and Finance teams to ensure workplace contracts and expenditures comply with company policies and regulatory requirements; support audits and compliance requests.
  • Use qualitative and quantitative data (surveys, ticket trends, occupancy analytics) to create business cases for new programs or capital investments, securing stakeholder buy-in and budget approval.
  • Train, mentor and coordinate on-site operations staff, desk hosts, and vendor teams to uphold service standards and deliver consistent customer experiences across locations.
  • Coordinate moves, additions and changes (MACs) for workstations and private offices, create move plans, schedule vendors and validate post-move checklists to minimize employee disruption.
  • Drive sustainability initiatives in the workplace by implementing waste reduction programs, energy-saving measures and sustainable procurement practices.
  • Partner with IT to manage workplace-related technical integrations (badge access, AV systems, reservation software) and streamline cross-functional workflows for better service delivery.

Secondary Functions

  • Support ad-hoc workplace analytics requests and custom reports using Excel, Google Sheets or BI tools to inform operational decisions.
  • Contribute to the organization's workplace strategy and roadmap by participating in cross-functional planning sessions and pilots for new services.
  • Collaborate with business unit leaders to translate local workplace needs into standardized program requirements and scalable solutions.
  • Participate in project planning, sprints and agile ceremonies for workplace technology and operational improvement initiatives.
  • Maintain a vendor and service knowledge base (SOPs, escalation paths, contact lists) to enable rapid troubleshooting and continuity when staff rotate or are unavailable.
  • Provide back-up coverage for other workplace roles during absences, including reception or operations duties as required.
  • Assist with periodic workplace audits (access control, inventory, safety) and prepare documentation for compliance and insurance reviews.
  • Facilitate supplier onboarding logistics, including signage placement, orientation sessions, and integrating suppliers into workplace systems.

Required Skills & Competencies

Hard Skills (Technical)

  • Program management: plan, execute and measure multi-faceted workplace programs with proven ability to manage timelines, deliverables and cross-functional stakeholders.
  • Vendor and contract management: RFPs, SLA definition, performance monitoring, and contract negotiation experience for facilities and service suppliers.
  • Facilities operations knowledge: building systems basics, maintenance workflows, moves/adds/changes, and familiarity with workplace services (catering, cleaning, security).
  • Budgeting & financial management: budget creation, PO processing, cost tracking, variance analysis and basic forecasting.
  • Workplace technology proficiency: experience with desk-booking and visitor management platforms (e.g., Envoy, Robin, Condeco), ticketing systems (ServiceNow, Zendesk), and calendar integrations.
  • Data analysis and reporting: Excel power-user skills, familiarity with Google Sheets and basic dashboard tools (Power BI, Looker, Tableau) to produce actionable insights.
  • Event planning & logistics: end-to-end event coordination experience, vendor sourcing, attendee management and post-event reporting.
  • Health, safety & compliance: basic understanding of workplace safety standards, emergency preparedness and compliance documentation.
  • Space planning fundamentals: experience analyzing occupancy data, supporting office reconfigurations and coordinating with real estate or architects.
  • Project management methodologies: practical knowledge of Agile and Waterfall approaches to coordinate cross-functional workplace projects.

Soft Skills

  • Exceptional stakeholder management: ability to influence and align leaders across HR, IT, Real Estate and Business Units.
  • Customer-service orientation: empathetic, proactive approach to solving employee issues and improving the workplace experience.
  • Strong written and verbal communication: create clear communications, program guides, vendor RFPs and executive reports.
  • Problem-solving and critical thinking: diagnose root causes of workplace issues and propose scalable, cost-effective solutions.
  • Organization and prioritization: manage competing operational priorities under tight timelines while maintaining high quality.
  • Attention to detail: accurate record-keeping, contract management and logistical coordination for events and moves.
  • Adaptability and resilience: comfortable in fast-changing hybrid work environments and able to pivot programs based on feedback.
  • Leadership and team development: coach and mentor on-site staff and third-party teams to deliver consistent service.
  • Collaboration and cross-functional teamwork: work effectively with diverse teams and navigate matrixed organizational structures.
  • Strategic mindset: balance day-to-day operational excellence with longer-term workplace strategy and continuous improvement.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's degree OR equivalent professional experience in operations, facilities, hospitality, HR, business administration, or related field.

Preferred Education:

  • Bachelor’s degree in Facilities Management, Business Administration, Hospitality Management, Human Resources, or related discipline.
  • Certifications such as IFMA Certified Facility Manager (CFM), PMP, or workplace-specific certifications are a plus.

Relevant Fields of Study:

  • Facilities Management
  • Business Administration
  • Human Resources Management
  • Hospitality Management
  • Project Management

Experience Requirements

Typical Experience Range:

  • 2–5 years managing workplace operations, facilities coordination, or program management in corporate or large-scale office environments.

Preferred:

  • 4–7+ years of combined workplace, facilities, vendor management or program coordination experience with demonstrable impact on employee experience, cost efficiency, and program adoption.
  • Experience supporting hybrid work models and multiple-site workplace programs is highly desirable.
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