WORKPLACE COORDINATOR

Job Summary

As the Workplace Coordinator, you are the linchpin of our Pittsburgh office operations. Your mission is to ensure a seamless, safe, and welcoming environment for all employees and visitors. By proactively managing facilities, coordinating with vendors, and addressing workplace needs, you play a pivotal role in fostering a productive and engaging office atmosphere.

Key Responsibilities:

• Lead all aspects of daily office operations to maintain a clean, organized, and functional workspace.
• Reset and prepare conference rooms before and after meetings.
• Support services operations, ensuring deliveries are scheduled.
• Monitor and replenish office and restroom supplies; manage inventory levels.
• Coordinate and supervise vendor activities, including load-ins/outs and maintenance services.
• Schedule and oversee routine repairs and maintenance in the office and kitchen; liaise with building engineers and janitorial staff.
• Create and manage work orders for in-house maintenance and external service providers.
• Assist with office moves, additions, and changes.
• Support in office events, including furniture setups in event spaces.
• Perform minor repairs and maintenance tasks (e.g., hanging artwork, fixing desks).
• Manage freight and messenger center reservations; process Certificates of Insurance (COIs) from vendors.
• Respond promptly to internal facilities service requests, ensuring high-quality customer service.
• Cover the reception desk as needed; greet visitors and manage front-desk operations.
• Communicate office announcements and updates via Slack and other channels.
• Collaborate with cross-functional teams to support workplace initiatives and events.
• Conduct office tours and set up workstations for new hires.
• Contribute to the development and maintenance of internal workplace playbooks and documentation.
  
  

Qualifications:

• Proven experience in workplace coordination or office management.
• Strong customer service and hospitality orientation with excellent interpersonal skills.
• Ability to prioritize tasks and manage time effectively in a dynamic environment.
• Excellent at crafting clear and professional written communications.
• Collaborative mindset with the ability to work across various teams and with external vendors.
• Keen attention to detail, particularly regarding office logistics and service quality.
• Ability to navigate ambiguity and solve problems independently.
• Willingness to work occasional overtime, including early mornings or evenings (approximately twice a month).
• Basic handyman skills and experience with facilities maintenance.
• Physical ability to lift 50 lbs.

It Is a Plus If You Have:

• Proficiency in Zoom, Mac OS, Slack, G Suite, and audiovisual equipment.
• Passion for language learning or education.
• Experience in process improvement and organizational efficiency.
• Familiarity with NYC commercial building operations, particularly the World Trade Center complex.
• Workplace operational experience
• An eye for interior office design and tenant improvements
• Passion for language learning or education