Workplace Services Coordinator

Title: Workplace Services Coordinator

Location: Arlington VA

Contract - Onsite

Pay: $30 - $35/hr on W2(Inclusive all)

What Youll Do:

• Serve as a main point of contact for visitors greeting and welcoming guests to the site directing them appropriately and notifying company employees of the visitor arrival
• Executes on all in-office workplace service events and/or employee activities partnering with larger GREWS team members to ensure experiences are timely and equitable for all.
• Assists with company local events & meetings (onsite/offsite conference room reservations catering décor coordination etc.)
• Manage conference room scheduling and work effectively with meeting hosts during planning process inclusive of information sharing related to catering and A/V capabilities.
• Coordinates all aspects of onsite conferencing and meeting including the configuration and setup of physical spaces including training and conference rooms.
• Assists and aligns closely with IT/Helpdesk/EA/HR teams in support of setting up conference rooms training rooms for corporate meetings recruiting events leadership functions sales conferences specialty events etc. as required.
• Supports new-hire and onboarding process including workspace preparation arrival and access credentials and site familiarization.
• Maintains security by following approved procedures in partnership with Global Physical Security.
• Maintains safe and clean reception area break area conference rooms and all other workspaces.
• Serve as the local subject matter expert for visiting staff as it relates to hotels restaurants team building activities and general area knowledge.
• Administers back-of-house facilities operations including general FF&E maintenance and MEP issues with responsible parties (landlord/property management vendors contractors consultants etc.).
• Includes holding vendors accountable to service level agreements and meets with each to review deliverables on a recurring basis Meets and collaborates with business unit representatives and stakeholders on a regular basis.
• Responds to all workplace inquiries assess needs or issues and takes the necessary corrective action. Follow-up with proper leadership escalation or documentation where necessary.
• Acts as a liaison with Landlord/Property Management regarding all back-of-house maintenance issues. Champions a recurring meeting with all parties to ensure effective communication of property/building processes maintenance events and projects.
• Monitor and maintain office equipment in partnership with the IT department (printers shredders etc.) where applicable.
• Maintains accurate inventory levels and procures office supplies; including but not limited to snacks/supplies for break area copy center shipping/courier supplies.
• Receives sorts and forwards incoming mail. Maintains and routes publications
• Coordinates the pick-up and delivery of express mail services (FedEx UPS etc.)
• Assists GREWS leadership with OpEx budgeting forecasts monthly expenses and monthly reporting in partnership with Finance
• Serve as logistical POC for upcoming relocation to new office space in 2027 pending project completion
• Partner with GREWS leadership on future office opening at new location including day 1 readiness as well as development of processes and procedures
• Lend daily operational support in remote capacity to smaller service office locations within adjacent states/regions. This currently includes Toronto.
• Report to the Clients office M-F 5 days per week. No remote or hybrid work style is available for this role

Requirements

• Minimum of 5 years professional experience
• Facilities Management and/or Office Services experience. Previous hotel/hospitality front-of-house experience is also welcomed
• Exceptional written and verbal communication skills including ability to communicate with all levels of staff clients and external professionals
• Ability to interact with people at all levels including senior management
• Basic understanding of local building and fire codes Fire/Life/Safety plans and Environmental Health & Safety standards
• Basic understanding of commercial MEP systems and functionalities
• Basic understanding of Audio/Visual conferencing systems
• Demonstrated ability to work independently and prioritize multiple high-priority tasks
• Unimpeachable judgment and discretion in handling confidential information
• Flexibility to perform job tasks outside of job description when necessary
• Keen attention to detail with the ability to juggle multiple priorities
• High level of integrity and ethics with the ability to maintain confidentiality
• Strong working knowledge of Google and Microsoft Office Suite
• Basic knowledge of or experience in cyber security

Additional Information :

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

Remote Work :

No

Employment Type :

Contract