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
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
- 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.