Workplace Operations Coordinator

This is a permanent, fully onsite position based in Chicago, IL 60604.

About the Role

The Workplace Operations Specialist plays a key role in supporting the day-to-day performance of corporate facilities and office environments across multiple locations. This position is responsible for ensuring a safe, efficient, and well-maintained workplace by coordinating operational services, managing vendor partnerships, supporting workplace projects, and maintaining building functionality. The ideal candidate is highly organized, customer-focused, and capable of balancing multiple priorities while delivering an exceptional workplace experience for employees, visitors, and business partners.

Responsibilities

• Workplace Operations & Facility Support
  • Serve as a primary point of contact for workplace and facility-related requests, ensuring timely resolution and exceptional service.
  • Monitor daily facility operations and proactively identify opportunities to improve workplace efficiency, safety, and functionality.
  • Support the planning, coordination, and execution of operational initiatives and department objectives.
  • Assist with the management of workplace services, office amenities, and building support functions across multiple locations.
  • Conduct routine facility walkthroughs to identify maintenance needs, safety concerns, and operational improvements.
• Vendor & Service Management
  • Coordinate with external vendors, contractors, and service providers to ensure quality performance and timely completion of scheduled work.
  • Track maintenance requests and oversee service delivery to minimize disruption to business operations.
  • Support vendor onboarding, procurement activities, and service agreement administration.
  • Maintain positive working relationships with service providers while ensuring compliance with company standards and expectations.
• Administrative & Financial Support
  • Generate and manage purchase orders, invoices, and other operational documentation.
  • Assist with budget tracking, expense reporting, invoice processing, and departmental financial reconciliation activities.
  • Maintain accurate records related to facility operations, vendor services, workplace projects, and asset management.
  • Support reporting and analysis efforts to identify trends, opportunities, and operational improvements.
• Workplace Experience & Office Services
  • Support meeting room scheduling, event setup, office moves, and workplace logistics.
  • Coordinate office supply and equipment inventory, ensuring adequate stock levels and operational readiness.
  • Assist with mail services, shipping and receiving activities, and workplace communications.
  • Serve as a welcoming point of contact for employees, visitors, and business partners, delivering a high level of customer service.
• Project & Documentation Management
  • Support small-scale workplace projects, renovations, space planning initiatives, and office enhancements.
  • Maintain and update facility records, operational procedures, occupancy data, and workplace documentation.
  • Ensure all workplace information and records are current, accurate, and compliant with company standards.

Requirements

• Bachelor's degree in Facilities Management, Business Administration, Operations Management, Property Management, or a related field required.
• Minimum of 4-5+ years of experience in facilities operations, workplace services, office operations, building management, or a related environment.
• Experience coordinating facility maintenance activities, work orders, preventive maintenance programs, and vendor relationships.
• Working knowledge of commercial building systems, including HVAC, plumbing, electrical, life safety, and general building infrastructure.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Strong organizational skills with the ability to manage multiple priorities, projects, and service requests in a fast-paced environment.

Schedule

Monday through Friday: 8am to 5pm (fully onsite downtown).

Pay

The pay range for this position is $28.00 - $29.00/hour.

Benefits

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital insurance
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)