Workplace Operations Coordinator

Position Summary 

We are seeking a highly organized and proactive Workplace Operations Coordinator to be the backbone of our office. This role is crucial for ensuring the smooth daily operations of our organization by managing a wide range of administrative, financial, and people-focused tasks. The ideal candidate is a detail-oriented professional with excellent communication skills who can handle confidential information with discretion and positively influence our company culture. 

Key Responsibilities 

Office Expansion & Relocation Support 

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  Move Coordination: Support the Operations team in the execution of the office relocation, assisting with equipment inventory, vendor scheduling, and on-site logistics. 

  
  

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  Space Setup: Assist in the physical setup of the new, larger office, including the organization of common areas, storage solutions, and workstations to ensure the space is "day-one" ready. 

  
  

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  Employee Transition: Act as a resource for the team during the move, helping to distribute new access badges, providing directions to new amenities, and assisting with desk transitions. 

  
  

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  Expansion Maintenance: Help maintain the increased footprint of the new office by conducting regular walkthroughs to identify maintenance needs or supply shortages. 

  
  

Office & Vendor Support 

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  Vendor Liaison: Coordinate scheduling and building access for service vendors and deliveries; serve as the primary on-site point of contact for routine vendor visits. 

  
  

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  Inventory & Restocking: Maintain proactive stocking of kitchen supplies (snacks, beverages, coffee) and office essentials (printer paper, toner, stationery) to ensure seamless daily operations. 

  
  

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  Space Upkeep: Maintain the organization and "office-ready" aesthetic of the kitchen, supply areas, and all shared collaborative spaces. 

  
  

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  Task Tracking: Track recurring operational tasks (e.g., plant watering, water delivery, shredding services. 

  
  

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  Facility Assistance: Directly assist with facilities-related needs and ergonomic workspace setups for new and existing staff. 

  
  

Administrative & Operations Support 

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  Logistics & Mail: Manage incoming mail and package distribution, including high-volume deliveries associated with the new office setup. 

  
  

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  Meeting Readiness: Support conference room readiness and meeting logistics (AV checks, catering setup, and room resets). 

  
  

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  Onboarding Prep: Assist with onboarding preparation, including physical workspace setup, supply kits, and access coordination for new hires. 

  
  

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  Financial Tracking: Maintain basic tracking of inventory costs and recurring operational expenses to support the budget. 

  
  

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  Compliance: Maintain full compliance by ensuring General Liability Insurance (GLI) is current and meticulously archiving Certificates of Insurance (COIs) from all vendors. 

  
  

Financial & Accounting Support 

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  Transaction Processing: Manage daily financial transactions, including processing payments and tracking expenses. 

  
  

Academic Qualifications 

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  Education: A bachelor’s degree in business, Admin or a related field is preferred. 

  
  

Professional Experience 

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  Minimum of 5 years of experience in an office and administrative role. 

  
  

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  Proven experience with basic accounting tasks, invoicing, and expense management. 

  
  

Preferred Skills 

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  Exceptional organizational skills and a high level of attention to detail. 

  
  

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  Strong written and verbal communication skills. 

  
  

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  Proficiency with communication and collaboration tools such as Zoom, Microsoft Teams, and Slack. 

  
  

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  Proficiency with financial software, Microsoft Office Suite (especially Excel), and project management tools. 

  
  

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  A proactive and resourceful mindset with the ability to manage multiple priorities. 

  
  

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  A natural collaborator who enjoys building a positive team culture.