Workplace & Facilities Coordinator

Career Group; San Francisco (CA); On-site; USD 90,000 - 100,000; Full time

Job summary

Career Group seeks a proactive Workplace & Facilities Coordinator in San Francisco to join the Office Services team. You will help ensure the office runs smoothly and deliver a high-touch workplace experience.

This hands-on role spans facilities, vendors, employee services, office operations, and special projects. The ideal candidate thrives in a fast-paced environment, takes ownership, and communicates with all levels of staff.

Qualifications

• 3+ years in workplace, facilities or office operations.
• Experience in high-touch service environments preferred.
• Bachelor's degree preferred.
• Strong organization and communication skills.

Responsibilities

• Assist Office Manager and support Office Assistant team during coverage.
• Deliver high-touch service to employees at all levels.
• Coordinate moves, seating plans, ergonomic resources, and services.
• Manage vendors for maintenance, cleaning, HVAC, and furniture.
• Oversee access, onboarding/offboarding, and events.
• Support food/beverage, pantry, and catering programs.
• Coordinate with building management on office matters.
• Handle day-to-day facilities issues with urgency and judgement.
• Maintain inventories of furniture and office resources.
• Process purchasing card expenses and records.

Skills

Office operations

Facilities coordination

Vendor management

MS Office

Education

Bachelor's degree

Tools

Microsoft Office

Job description

Job Title:

Workplace & Facilities Coordinator

Compensation:

$90k - 100k + bonus and benefits

Our Client

Our client is a globally recognized alternative investment firm with a strong presence across financial markets and a reputation for combining entrepreneurial thinking, collaboration, and innovation. With a sophisticated, high-performing workforce, the firm places a strong emphasis on creating an exceptional workplace experience and delivering best-in-class service to employees at every level.

The Opportunity

We are seeking a proactive and highly organized Workplace & Facilities Coordinator to join the Office Services team in San Francisco. Reporting to the Office Manager, this individual will play a key role in ensuring the office operates seamlessly while helping deliver an elevated, service-oriented workplace experience.

This is a hands-on role with broad exposure across facilities, vendors, employee services, office operations, and special projects. The ideal candidate is someone who thrives in a fast-paced environment, takes ownership, anticipates needs, and can confidently navigate both day-to-day responsibilities and unexpected challenges.

Key Responsibilities

• Serve as secondary lead coverage for the Office Manager and provide backup support to the Office Assistant team
• Deliver a polished, high-touch level of service to employees at all levels
• Coordinate office moves, seating plan updates, ergonomic resources, and workplace services
• Manage vendors and coordinate maintenance, repairs, cleaning, HVAC, equipment, and furniture services
• Oversee employee and vendor office access, as well as onboarding and offboarding processes
• Manage daily food, beverage, pantry, and catering programs, including special office-wide events
• Partner with building management and serve as a key liaison for office-related matters
• Monitor and resolve day-to-day facilities issues with urgency and sound judgment
• Maintain furniture, storage, and office resource inventories across on-site and off-site locations
• Coordinate document storage and related office resources
• Process office purchasing card expenses and maintain accurate records
• Support the Office Manager and broader team on ad hoc initiatives and special projects

Ideal Background

• 3+ years of experience in workplace, facilities, office operations, or a related environment
• Experience within financial services, luxury hospitality, professional services, or another high-touch service environment preferred
• Bachelor's degree preferred
• Strong proficiency with Microsoft Office, including Outlook, Excel, PowerPoint, and Teams
• Exceptional organizational skills with the ability to prioritize multiple competing needs
• Strong written and verbal communication skills
• Demonstrated ability to interact professionally with employees and stakeholders at all levels
• High level of discretion and comfort handling confidential or nuanced situations
• Resourceful, hands-on problem solver who takes initiative and follows through
• Service-oriented mindset with a strong commitment to team success and operational excellence
• High-performing, collaborative, and sophisticated professional environment
• Opportunity to work closely with employees and leaders across the organization
• Role with meaningful visibility and ownership across the workplace experience
• Fast-paced setting where initiative, judgment, and attention to detail are highly valued
• Team-oriented culture that values exceptional service, accountability, and continuous improvement
• Opportunity to contribute to projects and initiatives beyond the traditional scope of facilities