Global Workplace and Facilities Coordinator

MassMutual Ventures; Somerville (MA); On-site; USD 75,000 - 95,000; Full time

Benefits offered by this job

Salary range: $75k-95k

401K

Health benefits

Parental leave

Flexible vacation

Mentorship programs

Transit benefits

Team events

Job summary

VIA is seeking a Global Workplace and Facilities Coordinator to keep our Somerville headquarters and satellite offices running smoothly and to lead office improvement projects. You will work hands-on with vendors and contractors, coordinating space, safety, and daily operations.

Based in Somerville with occasional travel to DC and Montreal, you’ll manage inventory, budgets, vendor relations, and renovation timelines, ensuring a productive environment for our teams.

Qualifications

• 2+ years in office management or facilities coordination.
• Proven track record managing vendor relationships.
• Strong organizational and multitasking skills.
• Excellent communication with teams and vendors.
• Willing to be in Somerville 4–5 days a week.
• Occasional travel to other offices.

Responsibilities

• Oversee day-to-day office operations across Somerville, DC, and Montreal.
• Maintain inventory and supplies for offices.
• Collaborate with Finance on budget forecasting and spend.
• Coordinate facilities requests and vendor escalation.
• Support renovation projects and space planning.
• Manage events logistics and office communications.
• Liaise with People and Operations on office updates.

Skills

Office management

Facilities coordination

Vendor management

Budgeting

Communication

Google Workspace

In-office presence

Travel flexibility

Job description

VIA is making an impact, and so can you.

Headquartered in Somerville, Massachusetts, VIA is a mission-critical software company that enables organizations to share and analyze sensitive data at speed without compromising security or control. VIA’s decentralized architecture keeps data sovereign, while its agentic AI helps organizations solve critical challenges, and its military-grade security governs access. Designed for simplicity, rapid deployment, and disconnected environments, VIA makes sensitive data usable wherever the mission happens, even offline. The Department of War, Fortune 50 companies, and critical infrastructure companies around the globe trust VIA to help them solve their toughest analytics and digital security challenges. Learn more: solvewithvia.com.

Big missions need bold spaces. We’re looking for a Global Workplace and Facilities Coordinator to build environments where our best work happens.

VIA recently moved into its brand new headquarters in Somerville, with major upgrades in the works: turning our central hub into a state-of-the-art workspace where VIA's mission comes to life. We're looking for a Global Workplace and Facilities Coordinator to keep our day-to-day operations running smoothly and to help shepherd our office improvement projects across the finish line, working hands-on with vendors and contractors along the way. Beyond Somerville, you’ll also play a key role in keeping our DC and Montreal offices thriving.

In this role, your day-to-day will include:

• Proactive office operations: Ensure the Somerville, DC, and Montreal offices run smoothly day to day, serving as the "eyes and ears" of the workplace to ensure a safe, efficient, and productive environment
• Inventory management: Ensure VIA's offices are fully stocked with supplies, snacks, and anything else the team needs to do their best work
• Budget management: Work with Finance to oversee the office budget, both as it relates to inventory and vendor management, including forecasting costs and tracking spend
• Facilities coordination: Serve as the go-to contact for all facilities-related needs, identifying and escalating issues as they arise
• Vendor management: Coordinate directly with vendors and contractors to fix, enhance, and maintain office equipment, systems, and infrastructure
• Renovation project support: Keep our ongoing Somerville office improvement work on track, coordinating timelines and deliverables with vendors and internal stakeholders
• Space planning: Support the setup and organization of office spaces to ensure they meet the evolving needs of the team, including identifying areas to improve office operations and communicating to internal stakeholders
• Events logistics: Partner with People and Operations and other teams to support office-related logistics for events and day-to-day team needs
• Office communication: Working with the People and Operations team, ensure VIA team members know about upcoming construction, parking, and other office-related logistics

What you will bring to this role:

• 2+ years of experience in office management, facilities coordination, or administrative operations
• A demonstrated track record of managing vendor relationships and seeing projects through to completion
• Strong organizational skills with the ability to juggle multiple ongoing tasks and priorities
• A proactive, hands-on approach, comfortable rolling up your sleeves to solve problems as they come up
• Excellent communication skills, both with internal teams and external vendors/contractors
• Comfortable using office software (e.g., Google Workspace) for scheduling, reporting and tracking tasks
• Ability to be in the Somerville office 4-5 days a week
• Open to occasional travel to our different office locations

What does it take to be a successful VIAneer? Let’s break it down, our VIAneers are:

• Self-motivated and passionate about leaving everything they touch better than how they found it
• Firm believers that people should love what they do and are eager to build a culture that enables them to do their best work
• Creative problem solvers who respectfully challenge the status quo in the pursuit of excellence
• People who lead discussions with curiosity and value diverse perspectives
• Eager to explore new ideas, understand the power of feedback, and constantly seek opportunities to grow and develop their skills
• Strong team players who thrive in collaborative environments and celebrate the success of others

What can VIA do for you?

VIA offers competitive benefits, flexible work options, and individualized mentoring and growth opportunities. Here are just a few of our VIAneers’ favorite perks:

• Compensation:
  • This role offers a salary range of $75,000 - $95,000 USD per year
  • 401K plan with up to 5% employer contribution
• Health: A fully funded, top-tier health benefits plan, including vision and dental coverage, fully covered from day one, for your whole family
• Family Support: Up to 24 weeks paid parental leave, a 4-week paid ramp-back program, and a $10K family forming benefit (covering fertility treatments, adoption, and surrogacy)
• Time off: Flexible Vacation Policy with no set annual limit or accrual period, Summer Fridays, and an extended holiday period in December
• Growth: Individualized growth opportunities, including internal and external mentorship panels, custom goals and feedback sessions, and/or access to learning and development programs, including VIA’s unrivaled leadership program
  • A dedicated wellness advisor to help you navigate the programs and opportunities available at VIA
• Transit: Benefits to support commuting costs
• Connection: In-person events to foster team bonding and collaboration across different teams

Read more about our benefits and perks here.

Our commitment to Diversity and Inclusion:

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.