Coordinator, Workspace & Real Estate

Armanino Advisory; Pasadena (CA); On-site; USD 52,000 - 76,000; Full time

Job summary

Armanino LLP in Pasadena is seeking a Facilities/Office Operations Coordinator to manage workspace requests, tickets, and vendor coordination. You will support office moves, space planning, and building access, ensuring smooth day-to-day operations.

The role requires at least 2 years in facilities or office operations, strong communication, and familiarity with ServiceNow and Wrike. Travel up to 30% may be required to support multiple offices.

Qualifications

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• Minimum 2 years of experience in workplace operations, facilities coordination, office management, real estate administration, or similar; experience supporting multiple sites preferred.
• Demonstrated ability to triage workplace requests, define/confirm scope, and coordinate timely resolution through vendors, building teams, and internal partners.
• Comfort working in structured workflows and tracking work in systems (ticketing tools, spreadsheets, shared documentation), with strong attention to detail and a commitment to consistent, high-quality results.
• Basic familiarity with conference room technology and A/V concepts; able to coordinate troubleshooting with IT and support simple meeting set-ups when needed.
• Able to work in a fast-paced environment—prioritizing and managing multiple tasks, meeting deadlines, and flagging constraints early when timelines may shift.
• Consistent, clear communication with both the in-office team and remote partners/stakeholders.
• Strong follow-through and accountability—provides timely updates, closes loops, and can own assigned workstreams end-to-end with minimal oversight.
• Experience using a ticketing system (e.g., ServiceNow) and maintaining documentation that supports reporting, audits, and consistent service delivery.
• Intermediate experience with Microsoft 365 (Outlook, Teams, Excel, Word) and comfort producing simple reports, trackers, and status summaries.
• Proactive, self-motivated, and solutions-oriented; able to anticipate needs, identify risks, and drive issues to resolution.
• Ability to work in an office environment and be onsite as needed for coordination, walkthroughs, and project support; this role is primarily non-physical and does not require routine hands-on repair work.
• Willingness and ability to travel up to 30% (as needed) between assigned offices for site visits.

Responsibilities

• Coordinate workspace requests from intake to completion using Wrike.
• Manage and close workplace tickets in ServiceNow with priority and updates.
• Coordinate vendor and building maintenance visits, access, quotes, and scopes.
• Conduct regular workspace walkthroughs and coordinate remediation.
• Maintain workspace and real estate documents, vendor lists, and floor plans.
• Support moves and space reconfigurations with timelines and communications.
• Coordinate building access, badges, and lease-critical tracking with Finance/IT.
• Provide basic conference room A/V support and IT coordination.
• Review SOWs to support vendor selection and scope alignment.
• Coordinate special requests and travel up to 30% for site visits.

Skills

Ticketing systems

Vendor coordination

Facilities coordination

Project coordination

Microsoft 365

A/V troubleshooting

Communication

Time management

On-site coordination

Travel readiness

Education

High school diploma

Associate degree

Bachelor's degree

Tools

ServiceNow

Wrike

Excel

Outlook

Teams

Job description

At Armanino, you determine your career path. This means it's possible to pursue challenges you are passionate about, in industries you care about.

Armanino is proud to be Among the top 20 Largest Accounting and Consulting Firms in the Nation and one of the Best Places to Work . We have a community of resources that are ready and willing to support your ideas, build your skills and expand your professional network. We want you to integrate all aspects of your life with your career.

At Armanino, we know you don't check-out of life when you check-in at work. That's why we've created a unique work environment where your passions, work, and family & friends can overlap. We want to help you achieve growth by giving you access to a network of smart and supportive people, willing to listen to your ideas.

Job Responsibilities

• Coordinate workspace operations by triaging requests, confirming scope, routing to the right resource (vendor, building services, or internal partner), and tracking work via Wrike (project management software) from intake through completion.
• Manage and maintain workplace tickets in ServiceNow (or similar), ensuring accurate entry, prioritization, status updates, follow-ups, and closure documentation.
• Coordinate vendors and building management for maintenance, repairs, and service visits: scheduling, site access, scopes of work, quotes, and confirmations, while communicating upcoming onsite work to minimize disruption. May be asked to complete these repairs/installations yourself rather than outsourcing
• Conduct periodic workspace walkthroughs (as needed) to identify maintenance issues, safety concerns, and experience gaps; document findings, initiate tickets, and coordinate remediation.
• Maintain accurate workspace and real estate documentation (vendor lists, building rules, floor plans/seat maps as applicable, maintenance schedules, service records, and basic purchase/expense tracking).
• Support workspace projects and move events (planning timelines, coordinating vendors, ordering, scheduling, and communications), including space reconfigurations, furniture changes, and office transitions.
• Assist with real estate and site administration activities (as assigned), such as coordinating building access/badges/keys, supporting lease-critical date tracking, and maintaining site files in partnership with Finance, Legal, IT, and landlord's/property managers.
• Partner with IT to coordinate conference room and workplace technology support (log issues, schedule service, track to resolution, and communicate updates); provide basic A/V meeting support as needed.
• Review project statements of work (SOWs) with guidance to support vendor selection, scope alignment, and documentation.
• Coordinate occasional special requests and one-off projects (e.g., deliveries, onsite appointments, leadership support) by arranging logistics and vendors and ensuring timely follow-through.
• Support additional offices as needed; occasional travel up to 30% may be required for site visits, vendor meetings, or project coordination.

Requirements

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• Minimum of 2 years of experience in workplace operations, facilities coordination, office management, real estate administration, or similar; experience supporting multiple sites preferred.
• Demonstrated ability to triage workplace requests, define/confirm scope, and coordinate timely resolution through vendors, building teams, and internal partners.
• Comfort working in structured workflows and tracking work in systems (ticketing tools, spreadsheets, shared documentation), with strong attention to detail and a commitment to consistent, high-quality results.
• Basic familiarity with conference room technology and A/V concepts; able to coordinate troubleshooting with IT and support simple meeting set-ups when needed.
• Able to work in a fast-paced environment-prioritizing and managing multiple tasks, meeting deadlines, and flagging constraints early when timelines may shift.
• Consistent, clear communication with both the in-office team and remote partners/stakeholders.
• Strong follow-through and accountability-provides timely updates, closes loops, and can own assigned workstreams end-to-end with minimal oversight.
• Experience using a ticketing system (e.g., ServiceNow) and maintaining documentation that supports reporting, audits, and consistent service delivery.
• Intermediate experience with Microsoft 365 (Outlook, Teams, Excel, Word) and comfort producing simple reports, trackers, and status summaries.
• Proactive, self-motivated, and solutions-oriented; able to anticipate needs, identify risks, and drive issues to resolution.
• Ability to work in an office environment and be onsite as needed for coordination, walkthroughs, and project support; this role is primarily non-physical and does not require routine hands-on repair work.
• Willingness and ability to travel up to 30% (as needed) between assigned offices for site vi