Workplace Coordinator (Contract A1421)

Our client is hiring a seasoned passionate Workplace Coordinator to support a leading AI safety and research company in New York. If you enjoy creating spaces where colleagues can focus collaborate and do their best work this role may be a great fit. The team has a strong in-person presence and cares that the office is a place where staff feel welcome and supported.

Vendor Management and Coordination

• Coordinate with and manage the vendors who handle day-to-day office operations and maintenance such as deliveries office supplies and daily janitorial services.
• Partner with the extended workplace team to keep the buildings running smoothly and give employees a safe functional and comfortable environment with a consistently high level of service.

Problem-Solving and Responsiveness

• Respond to requests in the internal ticketing system within Service Level Agreements with clear timely and empathetic communication.
• Address workplace issues promptly (elevator down restroom flood refrigerator not cooling and so on). This includes engaging the right vendor and keeping colleagues informed until the issue is resolved.
• Handle minor repairs and maintenance tasks and coordinate vendors for more complex repairs.
• Provide emergency response support in partnership with Security and help maintain compliance with local codes.

Organizational Skills and Adaptability

• Manage multiple competing priorities with good judgment about what comes first.
• Set up furniture configurations for onsite meetings and events bringing a hospitality mindset to every request.
• Perform workstation setups including monitors monitor arms and other ergonomic equipment.

Process Documentation and Culture Development

• Help maintain Standard Operating Procedures.
• Develop and preserve office culture and norms.
• Partner closely with People Operations Security and vendors.

Additional Areas of Support

• HVAC and preventive maintenance
• Office moves restacks and reconfigurations
• Safety permits inspections and code compliance

Qualifications :

Required

• 5 years of experience in workplace coordination and building operations.
• Working knowledge of building systems such as HVAC elevators plumbing and lighting and the ability to supervise maintenance repairs and services.
• A service-minded solution-oriented approach and enthusiasm for essential behind-the-scenes work.
• Comfortable taking on a wide range of tasks from small fixes to larger projects.
• Excellent organizational and communication skills and the ability to multitask.
• Able to lift up to 50 pounds.

Preferred

• Experience managing workplace projects or programs (HVAC preventive maintenance office moves) in a multi-building or high-growth environment.
• Experience with vendor management food and beverage service and hospitality.
• Experience managing permit license and inspection requirements.
• Interest in artificial intelligence and its safe beneficial development.

Additional Information :

Additional Information

• Contract approximately 6 months: October 27 2026 to April 23 2027.
• Full time 40 hours per week.

All your information will be kept confidential according to EEO guidelines.

Remote Work :

No

Employment Type :

Contract