Workplace Coordinator (Contract A1421)

Job Mobz; New York (NY); On-site; USD 65,000 - 85,000; Full time

Job summary

Employer.com seeks a seasoned Workplace Coordinator to support a leading AI safety and research company in New York. The role focuses on creating spaces where colleagues can focus, collaborate, and perform at their best, with strong in-person presence and a welcoming office culture.

Responsibilities span vendor management, problem solving, organization, and culture development, including coordinating moves, safety, and compliance while working closely with People Operations and Security.

Qualifications

• 5+ years of experience in workplace coordination and building operations.
• Knowledge of HVAC, elevators, plumbing, and lighting systems.
• Service-minded and solution-oriented with behind-the-scenes focus.
• Comfortable handling a wide range of tasks from small fixes to large projects.
• Excellent organizational and communication skills; able to multitask.
• Able to lift up to 50 pounds.

Responsibilities

• Coordinate with and manage vendors for day-to-day office operations and maintenance.
• Partner with workplace team to ensure safe, functional, and comfortable environments with high service levels.
• Respond to requests within SLAs with timely and empathetic communication.
• Address workplace issues promptly and coordinate vendors for repairs.
• Set up furniture for onsite meetings and events; arrange workstation setups.
• Help maintain SOPs and contribute to office culture with People Operations and Security.
• Support HVAC, office moves, safety, permits and inspections.

Skills

Vendor management

Facilities operations

Office coordination

Communication

Multitasking

Problem solving

Job description

Employer.com is part of a family of incredible brands alongside Flawless Recruit and Recruiter.com. Together, we provide talent acquisition services to fit the unique hiring challenges of our clients. Whether they need help building recruiting processes, attracting top talent, or payrolling contractors, we can help.

Job Description

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

Qualifications

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

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.