Workplace Services Coordinator

About the role

The Workplace Services Coordinator serves as the primary point of contact and on-site subject matter expert for the Sunnyvale office, ensuring seamless day-to-day operations. They maintain a safe, clean, and professional office environment, monitor and maintain office equipment, uphold security protocols, and manage various projects.

Responsibilities

• Serve as the primary point of contact and on-site subject matter expert for the Sunnyvale office, ensuring seamless day-to-day operations.
• Maintain a safe, clean, and professional office environment across all workspaces, including reception, break areas, conference rooms, and common areas, ensuring spaces are consistently well-stocked and properly maintained.
• Proactively identify and implement creative solutions to enhance workspace functionality and elevate the overall employee experience.
• Monitor and maintain office equipment (printers, shredders, etc.) in partnership with IT, ensuring operational continuity.
• Uphold all security protocols and procedures in close partnership with the Global Physical Security team.
• Build and maintain strong working relationships with business unit representatives, stakeholders, and cross-functional partners through regular collaboration and consistent follow-up.
• Respond promptly to all workplace inquiries, assess needs or issues, and execute appropriate corrective action with proper escalation and documentation as needed.
• Partner closely with IT, Helpdesk, EA, and HR teams to support office readiness for corporate meetings, recruiting events, sales conferences, and specialty events.
• Support conference room scheduling and calendar management, proactively communicating space conflicts to meeting hosts and offering timely alternative solutions.
• Cook up and manage all aspects of onsite meeting and conferencing setup, including room inventory control and reservations, physical space configuration, catering coordination, and A/V capabilities.
• Coordinate local office events and meetings, both onsite and offsite, including venue reservations, catering, décor, and logistics, in partnership with the broader GREWS team to ensure seamless execution.
• Administer back-of-house facilities operations, including FF&E maintenance and MEP issue resolution, coordinating with landlords, property management, vendors, contractors, and consultants.
• Hold vendors accountable to service level agreements through regular meetings to review and confirm that deliverables are being met, with keen focus on janitorial and foodservice programs and deliverables.
• Coordinate with Landlord/Property Management, facilitating recurring meetings to ensure clear communication around building processes, maintenance events, and ongoing projects.
• Partner with GREWS leadership and Finance to support operational budget management, including monthly expense forecasting and reporting.
• Partner with GREWS leadership on a future office relocation, including logistical planning, employee communications, and vendor coordination.
• Partner with GREWS leadership on the opening of a future (new) office location in Sunnyvale, including the creation of new processes, new programs and amenities, and new vendor services.

Requirements

• Minimum of 5 years professional experience.
• Facilities Management and/or Office Services experience.
• Previous hotel/hospitality (front-of-house experience is also welcome).
• 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 with the ability to maintain confidentiality.
• Strong working knowledge of Microsoft and Google suites.
• Basic knowledge of, or experience in, cyber security.
• Must be in the office 5 days a week. No remote or hybrid work style is available for this role.
• Proven experience utilizing AI technologies to enhance decision-making, streamline workflows and processes, improve efficiency and drive business outcomes.