Workplace Operations Coordinator

FocusKPI, Inc.; Mountain View (CA); Hybrid; USD 41,000 - 55,000; Full time

Job summary

FocusKPI, Inc. is seeking a Workplace Operations Coordinator to support a high-tech SaaS client in Mountain View, CA. This on-site, 6-month contract role oversees vendor management, cafeteria and breakroom services, janitorial, breakroom management, event coordination, and VIP suite support to ensure smooth daily operations.

You will collaborate with HR, Finance, and legal teams while maintaining budgets and vendor relationships. Strong communication and organization are essential to succeed.

Qualifications

• Minimum 2 years of experience in operations, facility management, food facility management, or a related field in a corporate environment.
• 4 -7 years of professional work experience overall.
• Education: High School Diploma or equivalent.
• Excellent communication skills to interact with vendors, internal teams, and stakeholders.
• Strong vendor management experience with contracts and performance oversight.
• Attention to detail and organizational skills for budgets and contracts.
• Problem-solving and analytical abilities to optimize operations.
• On-site presence: availability for 5 days on-site in Mountain View, CA.
• Proficiency with Microsoft Suite, ChatGPT, Gemini, and typical corporate software.

Responsibilities

• Vendor management: manage service vendor agreements, renewals, terminations, and invoicing.
• Cafeteria, janitorial, breakroom, and VIP suite operations and contracts.
• Budget planning and annual cost tracking for facilities and services.
• Event coordination and campus-wide activities; vendor support and setup.
• Administrative tasks: inventory, announcements, and policy updates.

Skills

Excellent Communication Skills

Strong Vendor Management Experience

Attention to Detail and Organizational

Problem-Solving and Analytical Skills

Great Work Ethic

On-Site Presence

Education

High School Diploma or equivalent

Tools

Microsoft Suite

ChatGPT

Gemini

Job description

Workplace Operations Coordinator/Workplace & Facilities Coordinator to join one of our clients, a high-tech SaaS company.

Work Location: Mountain View, CA

Duration: 6-month contract with potential to extend depending on the candidate's performance; On-site role (5 days on-site)

Pay Range: $30/hr to $40/hr

Responsibilities:

Vendor Management

• Manage service vendor agreements, including renewals and terminations for facility needs.
• Conduct quality control checks for each vendor under your responsibility.
• Perform RFP (Request for Proposal) and RFQ (Request for Quotation) processes as needed.
• Review invoices to ensure all services received and amounts billed align with contract terms.
• Handle vendor registrations and process purchase orders (POs) as required.
• Collaborate with the purchasing, finance, and legal teams to lead contract negotiations and approvals.
• Manage yearly budgets, maintain records, and analyze financial data.

Cafeteria Management

• Oversee cafeteria vendor contracts, including agreements, renewals, terminations, operations, invoices, subsidy policies, and food quality.
• Work with HR and Finance teams to establish and update company policies as needed.
• Plan and manage cafeteria and kitchen facility maintenance schedules, including equipment replacements.
• Assist senior planner to manage yearly budgets for cafeteria operations.
• Attend weekly cafeteria meetings to address operational concerns and improve service quality.

Janitorial Service

• Conduct regular site inspections to ensure cleanliness and maintenance standards are met.
• Coordinate with the janitorial team for repairs, refills, utility tasks, and other maintenance needs.

Breakroom management

• Inspect the employee breakroom area regularly and coordinate with the facility team for furniture layout, repairs, rearrangements, or other maintenance needs.
• Manage coffee and water service vendors, ensuring consistent and high-quality service.
• Oversee and maintain appliances and recreational supplies in the breakroom to ensure functionality and availability.

Event Coordination

• Plan campus-wide events for employee engagement, including budget approvals, planning, and execution.
• Manage event requests from across the campus, confirm details, and coordinate with vendors for support.
• Ensure proper setup and execution of events by collaborating with relevant teams.

VIP Suite Management and VIP Support

• Maintain inventory of VIP suite supplies and amenities to ensure availability for guests.
• Coordinate reservations, approvals, setups, and support (IT/Security/Facility) for VIP suite usage.

Administrative Tasks

• Manage and maintain office supplies, including inventory tracking and ordering.
• Monitor and respond to incoming requests via email and ticketing systems.
• Draft and distribute announcements for the Facilities team as needed.
• Update company guidelines managed by the team.

Experience & Qualifications:

1. Minimum 2 Years ofProven experience in operations, facility management, food facility management, or a related field in a corporate environment. 4 -7 years of professional work experience overall.
2. Education:High School Diploma or equivalent
3. Excellent Communication Skills: Strong oral and written communication abilities to interact effectively with vendors, internal teams, and stakeholders.
4. Strong Vendor Management Experience: Demonstrated expertise in managing vendor relationships, contracts, and performance across various service areas.
5. Attention to Detail and Organizational Skills: High level of precision and organizational capability to manage contracts, budgets, and operational details efficiently.
6. Problem-Solving and Analytical Skills: Ability to identify issues, analyze data, and implement solutions to optimize vendor performance and operational efficiency.
7. Great Work Ethic: Commitment to delivering high-quality work and maintaining professionalism in all responsibilities.
8. On-Site Presence:Availability for 5 days on-site to oversee operations and ensure seamless coordination with teams and vendors.
9. Microsoft Suite,ChatGPT, Gemini,and any software in a corporate environment.

FocusKPI Hiring Team

Founded in 2010, FocusKPI, Inc. (FocusKPI) is a data science and technology firm specializing in predictive analytics practice and methodologies. FocusKPI is a US company headquartered in Silicon Valley, California, with an East Coast office in Boston, Massachusetts.

Thank you!