Facilities Specialist

Institute of Foundation Models; Sunnyvale (CA); On-site; USD 70,000 - 95,000; Full time

Benefits offered by this job

Branded merchandise program

Job summary

Institute of Foundation Models is hiring a Workplace Operations Coordinator to drive smooth daily operations, from facilities and vendor management to safety and employee experience. The role emphasizes meticulous organization, confidentiality, and contributing to a productive office culture in a fast-paced research setting.

Responsibilities include managing access control, space planning, meeting room readiness, onboarding/offboarding, and coordinating food programs and events, while aligning

Qualifications

• 5+ years in workplace coordination, facilities management or office operations.
• Background in facilities maintenance, building systems or property management coordination.
• Familiarity with OSHA, COIs, and safety compliance; liaising with safety inspectors.
• Experience managing intake forms, surveys and tickets (Forms/Workspaces, Slack, Teams).
• Proven ability to organize events, catering/DoorDash and branded merchandise procurement.

Responsibilities

• Facilities operations and property management oversight; manage access, parking, and vendor coordination.
• OSHA compliance, safety routing, hazard mitigation, and emergency readiness.
• Onboarding/offboarding support; workspace readiness and badge handling.
• Day-to-day workplace support, amenities, supplies, and vendor liaison.
• Food program, events and workplace culture activities, from logistics to execution.

Skills

5+ years experience

Facilities background

Safety & compliance

Ticketing systems

Event & swag coordination

Education

Bachelor's degree in business or related

Tools

Slack

Google Forms/Workspaces

Zoom

Microsoft Teams

Job description

About The Institute Of Foundation Models

We are a dedicated research lab for building, understanding, using, and risk-managing foundation models. Our mandate is to advance research, nurture the next generation of AI builders, and drive transformative contributions to a knowledge-driven economy.

As part of our team, you'll have the opportunity to work on the core of cutting-edge foundation model training, alongside world-class researchers, data scientists, and engineers, tackling the most fundamental and impactful challenges in AI development. You will participate in the development of groundbreaking AI solutions that have the potential to reshape entire industries. Strategic and innovative problem-solving skills will be instrumental in establishing MBZUAI as a global hub for high-performance computing in deep learning, driving impactful discoveries that inspire the next generation of AI pioneers.

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

Facilities Operations & Property Management

• Property Management Contact: Serve as the primary onsite tenant liaison for building management, submitting maintenance work orders, building access requests, and parking updates
• Access Control Administration: Manage employee access control and badge systems with building management, including new hire provisioning, parking permissions, offboarding deactivations, and security audits
• Janitorial & Day Porter Oversight: Oversee janitorial and day porter services, maintaining clear scopes of work and service expectations while adjusting duties as workplace needs evolve; monitor service quality, address gaps, and coordinate with vendors to ensure consistent upkeep and cleanliness
• Onsite Vendor & Work Escort: Provide suite access for service contractors (HVAC, maintenance, handymen), ensure completed work meets company standards, and collect/maintain vendor Certificates of Insurance (COIs)
• Space Planning & Upkeep: Conduct regular floor walkthroughs to maintain space functionality, manage seating charts and desk assignments, coordinate physical desk moves, and oversee office freight/deliveries
• Meeting Room & Tech Readiness: Ensure conference rooms and collaborative spaces are organized, fully functional, and ready for use; collaborate with IT to troubleshoot in-room AV issues

EHS, Safety & Emergency Coordination

• First Responder & Inspector Point of Contact: Serve as the designated on-site contact for the local fire department, building safety inspectors, and emergency personnel during inspections, drills, and incidents
• OSHA & Safety Compliance: Ensure the workplace complies with OSHA and local safety codes, maintaining clear egress routes, accessible fire extinguishers, proper safety signage, and proactive hazard mitigation
• Emergency Preparedness: Maintain and stock first-aid stations, coordinate fire and evacuation drills, update emergency action plans, and lead office emergency response readiness
• Ergonomics & Facilities Support: Conduct ergonomic workspace setups, address individual employee physical adjustments, and support hands-on facilities troubleshooting

Employee Workplace Support & Swag

• Onboarding & Offboarding Support: Coordinate workplace-related onboarding and offboarding activities, including workspace readiness, badge handoffs, welcome materials, parking, and the collection/return of workplace property
• Day-to-Day Workplace Support: Serve as a primary resource for employee workplace needs, including access, parking, workspace concerns, office amenities, supplies, and general facilities requests, coordinating resolution with the appropriate teams or vendors
• Workspace & Employee Experience: Support seating assignments and other onsite employee needs while helping maintain an organized, functional, and welcoming workplace
• Marketing Swag & Inventory: Manage vendor ordering, inventory, and budget tracking for branded merchandise, and assemble welcome kits for new hires, client visits, and company events

Food Program, Events & Workplace Culture

• Workplace Food Program: Own daily food operations, including recurring team lunches, DoorDash orders, dietary accommodations, delivery logistics, buffet setup, and dining area cleanup
• Kitchen & Snack Vendor Management: Manage micro-kitchen and pantry vendors, oversee inventory replenishment, track snack/beverage budgets, and ensure kitchens and coffee stations remain fully stocked, clean, and organized throughout the day
• Events & Socials: Plan and execute internal team gatherings, happy hours, offsites, hackathons, holiday parties, and lab milestone celebrations from initial logistics through teardown

Qualifications & Requirements

• Experience: 5+ years of experience in workplace coordination, facilities management, or office operations
• Facilities Background: Prior background or working knowledge in facilities maintenance, building systems, or property management coordination
• Compliance & Safety: Familiarity with OSHA standards, Certificates of Insurance (COIs), and safety compliance; experience interfacing with local fire departments or safety inspectors
• Process & Tool Savvy: Experience managing intake forms, workplace surveys, and ticketing systems (e.g., Google Forms/Workspaces, Slack, teams)
• Event & Swag Coordination: Proven ability to organize office events, coordinate corporate catering/DoorDash orders, and manage vendor purchasing for branded merchandise

AcademicQualifications

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

Professional Experience

Minimum of 5 years of experience in an office, facilities, or administrative role.

Preferred Skills

• Exceptional organizational skills and a high level of attention to detail.
• Detail & Organization: Exceptional organizational skills and a high level of attention to detail
• Communication: Strong written and verbal communication skills across all levels of the organization. Collaboration Tools: Deep proficiency with Slack (including Slack channels, workflows, and integrations), Zoom, and Microsoft Teams
• Software & Systems: Proficiency with financial software, Microsoft Office Suite (especially Excel), and Google Workspace
• Resourcefulness: A proactive and resourceful mindset with the ability to manage multiple priorities in a fast-paced environment
• Culture Builder: A natural collaborator who enjoys building a positive team culture and fostering workplace community

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.