Workplace Operations Coordinator
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Job Location:
Palo Alto, CA - USA
Monthly Salary:
Not Disclosed
Posted on:
Yesterday
Vacancies:
1 Vacancy
Department:
Job Summary
TheWorkplace Operations Coordinator supports day-to-day facilities and workplace operations to ensure our sites are safe clean and adventure-ready for all employees and visitors. They focus on smooth execution of core operational processes from invoicing and vendor coordination to supply management ticket triage and event support while delivering an excellent internal customer experience.
Responsibilities:
Invoicing and PO management
Own daily invoicing workflows for facilities and workplace operations including collecting quotes submitting purchase requisitions and tracking POs through approval and payment.
Review invoices for accuracy coding them to the correct cost centers resolving discrepancies with vendors and partnering with Finance/Procurement on any issues.
Vendor management
Serve as a primary point of contact for key facilities vendors (janitorial supplies maintenance waste plants snacks etc.) managing day-to-day coordination and communication.
Schedule and confirm recurring and one-time services ensuring work is completed on time and to spec.
Track vendor performance and SLAs documenting issues escalating concerns to your manager and supporting contract renewals or changes.
Event support
Support onsite events and programs including workplace events all-hands trainings and team activities.
Coordinate logistics such as room reservations setup and teardown AV requests signage and catering orders.
Partner with stakeholders and cross-functional teams (e.g. Workplace Operations Security IT Culinary) to ensure smooth safe and well-executed events.
Site cleanliness and presentation
Conduct regular floor walks to assess cleanliness organization and overall site presentation across office lab and common areas.
Create and follow up on janitorial and maintenance tickets when issues are found closing the loop once resolved.
Support workplace standards and guidelines ensuring signage branding and furniture layouts reflect current needs and expectations.
Supply ordering and inventory management
Own supply ordering and replenishment for workplace-related items (office supplies event supplies etc.) in alignment with budget and sustainability goals.
Monitor inventory levels and adjust par levels based on usage trends and headcount changes.
Maintain organized storage areas labeling rotating stock and disposing of obsolete or expired items in coordination with relevant teams.
Ticket response and escalation
Monitor and respond to incoming facilities/workplace tickets in the designated ticketing system within defined SLAs.
Troubleshoot and resolve routine issues directly where possible (e.g. simple equipment resets small furniture moves minor workspace adjustments).
Route and escalate complex issues to the appropriate internal teams or vendors coordinating updates and communicating status back to requesters.
Space audits and occupancy checks
Perform regular space audits and occupancy checks to verify seating assignments room usage and adherence to planned layouts.
Capture and update data on occupancy headcount and seat utilization in the appropriate systems trackers or floor plans.
Identify trends and pain points (e.g. consistently overbooked spaces underutilized areas) and share findings with Workplace and Space Planning partners.
Other daily operational tasks
Support moves adds and changes including small seating moves desk setups and coordination with IT and Security.
Assist with access badging and visitor coordination following established security and safety protocols.
Partner cross-functionally with Security IT EHS Culinary People and other stakeholders to maintain a safe functional and welcoming environment.
Qualifications
Experience in facilities workplace operations office management hospitality property management or a related support role.
Strong organizational and time-management skills with the ability to handle multiple tasks requests and deadlines in a fast-paced environment.
Attention to detail in invoicing PO tracking and documentation with basic comfort in working with spreadsheets and financial data.
Customer-service mindset with clear friendly and professional communication skills across all levels of the organization.
Ability to work onsite and perform occasional physical tasks (moving supplies light furniture adjustments event setup).
A proactive problem-solving approach with a willingness to step in learn quickly and improve processes over time.
Experience working inmulti-site orlab/technical facilities environments.
Familiarity withprocurement systems and basic budgeting concepts.
Prior experience coordinatingeventsoffice moves orvendor services.
Passion for creating aninclusive welcoming and sustainable workplace experience.
- Proficiency with workplace tools and systems such as ticketing platforms Google Workspace or Microsoft Office and communication tools (e.g. Slack/Teams).
Required Experience:
IC
Key Skills
- Six Sigma
- Lean
- Management Experience
- Process Improvement
- Microsoft Outlook
- Analysis Skills
- Warehouse Management System
- Operations Management
- Kaizen
- Leadership Experience
- Supervising Experience
- Retail Management
About Company
CCO is transforming consulting by prioritizing outcomes and rapid implementation.
