Workplace Operations Coordinator

CORE Builders; San Jose (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

CORE is seeking a Workplace Operations Coordinator to manage day-to-day office readiness, welcoming visitor experiences, onboarding logistics, and internal customer service. You will work with HR, IT, and leadership to foster a productive and welcoming workplace aligned with CORE's culture.

The ideal candidate is highly organized, proactive, and capable of balancing multiple priorities while maintaining a professional attitude.

Qualifications

• Highly organized, proactive, service-oriented individual with multilevel prioritization skills.
• Experience coordinating onboarding and offboarding logistics, visitor experiences, and office readiness.
• Comfortable supporting HRIT and leadership to create productive workplace environment.

Responsibilities

• Maintain day-to-day readiness, organization and appearance of the office.
• Serve as primary contact for visitors, candidates, clients, vendors, and guests; coordinate arrivals and meeting prep.
• Coordinate onboarding/offboarding logistics and welcome activities for new hires.
• Support office moves, workstation relocations, and workplace improvement initiatives.
• Monitor reception areas to ensure professional, visitor-ready spaces and hospitality standards.
• Coordinate catering, room setup, and events; maintain visitor logs and schedules.
• Coordinate vendor visits, service requests, deliveries, and office expenditures.
• Support IT/workplace systems coordination for onboarding and equipment distribution.
• Identify opportunities to improve workplace processes and service delivery.

Skills

Organization

Guest & visitor service

Customer service

Event coordination

Job description

About CORE

CORE is a premier general contractor known for delivering high-quality construction projects with a commitment to excellence, safety, client satisfaction and our Vizion of Success. We specialize in a variety of construction projects, from Rehabilitation projects, Affordable to large-scale developments, and pride ourselves on our innovative approach and collaborative culture.

Our Culture

At CORE, our people are our greatest asset. We are a relationship-driven organization that believes exceptional projects are built by exceptional teams. We foster a culture of collaboration, accountability, integrity, continuous improvement, and service, where employees are empowered to take ownership of their work, support one another, and contribute to the success of the company.

We value professionalism, strong relationships, and a customer-service mindset-both internally and externally. Our employees are expected to lead by example, embrace challenges, communicate openly, and maintain a commitment to excellence in everything they do.

At CORE, we don't just build projects -- we build teams, careers, partnerships, and communities.

Position Summary

The Workplace Operations Coordinator is responsible for executing the day-to-day activities that support an organized, professional, welcoming, and highly functional workplace. This role serves as the operational backbone of the Workplace Operations function and is responsible for maintaining office readiness, supporting employee experience initiatives, coordinating onboarding and offboarding logistics, delivering exceptional visitor experience, and providing outstanding internal customer service.

Working closely with the Manager of Employee Experience & Workplace Operations, Human Resources, IT, and company leadership, this position plays a key role in creating a workplace environment that supports employee productivity, engagement, collaboration, and culture.

The ideal candidate is highly organized, proactive, service-oriented, and capable of balancing multiple priorities while maintaining a positive and professional attitude. This individual takes pride in creating a workplace that is consistently organized, well-maintained, welcoming, and reflective of CORE's culture and standards.

Key Responsibilities

Workplace Operations & Office Readiness

• Maintain the day-to-day readiness, organization, and appearance of the office.
• Conduct regular walkthroughs of common areas, conference rooms, kitchens, break rooms, and visitor-facing spaces.
• Ensure office supplies, workplace resources, and shared equipment are adequately stocked and maintained.
• Coordinate service requests with property management and workplace vendors.
• Monitor workplace conditions and proactively identify operational issues requiring attention.
• Support office moves, workstation relocations, and workplace improvement initiatives.
• Maintain office directories, seating charts, and workplace records.

Visitor Experience & Hospitality

• Serve as the primary workplace contact for visitors, candidates, clients, vendors, and guests.
• Create a welcoming, professional, and hospitality-focused arrival experience.
• Coordinate visitor logistics, parking information, building access instructions, and meeting preparation.
• Ensure visitors are greeted promptly and assisted appropriately upon arrival.
• Notify hosts of visitor arrivals and facilitate a seamless guest experience.
• Prepare conference rooms and meeting spaces, including room setup, materials, beverages, and hospitality requirements.
• Coordinate catering and refreshments for meetings and special events.
• Monitor reception, lobby, and visitor-facing areas to ensure they remain organized, professional, and visitor-ready.
• Support and reinforce CORE's visitor experience standards.
• Partner with hosts, leadership, and Workplace Operations to continuously improve the visitor experience.
• Maintain visitor logs, meeting schedules, and hospitality-related records as needed.

Workplace Standards & Environment

• Help maintain a professional, organized, and welcoming office environment.
• Ensure conference rooms are clean, organized, stocked, and prepared for meetings.
• Monitor kitchens, break areas, and common spaces to ensure they meet workplace appearance standards.
• Coordinate replenishment of office supplies, beverages, snacks, and workplace resources.
• Proactively identify and address workplace appearance or organization issues.
• Support workplace standards through service, responsiveness, and leadership by example.
• Help ensure the workplace consistently reflects CORE's culture and professional standards.

Onboarding & New Hire Experience

• Coordinate workplace logistics for all new hires.
• Prepare workstations, office supplies, welcome materials, and onboarding resources.
• Partner with HR and IT to ensure employees are ready for their first day.
• Conduct office tours and introduce new employees to workplace resources and amenities.
• Assist with onboarding events, ‘welcome’ activities, and employee introductions.
• Ensure onboarding logistics are completed accurately and on time.
• Collect onboarding feedback and share observations for continuous improvement.
• Support employee transfers, relocations, and workspace changes.

Offboarding & Employee Transitions

• Coordinate workplace-related offboarding activities.
• Support collection and tracking of workplace assets, access cards, parking materials, badges, and keys.
• Coordinate workspace transitions and employee moves.
• Prepare workspaces for reassignment, transfers, and new hires.
• Update workplace records, seating charts, and office directories.

Employee Experience & Engagement Support

• Support employee recognition programs, service anniversaries, milestone celebrations, and workplace events.
• Assist with employee engagement initiatives and culture-building programs.
• Coordinate Workplace Operations aspects of employee meetings, gatherings, and appreciation events.
• Support volunteer activities, community involvement programs, and employee engagement opportunities.
• Assist with gathering employee feedback and identifying opportunities to improve workplace experience.
• Partner with HR and the Manager, Employee Experience & Workplace Operations on engagement and culture initiatives.

Events & Community Engagement Support

• Coordinate logistics for office events, celebrations, meetings, volunteer activities, and employee gatherings.
• Support company-sponsored volunteer events, charitable programs, and community outreach activities.
• Assist with planning, setup, materials, registrations, and event execution.
• Coordinate catering, room setup, supplies, and event logistics.
• Maintain event calendars and participation records.

Vendor Coordination & Administrative Support

• Coordinate vendor visits, service requests, deliveries, and maintenance appointments.
• Support vendor communications and scheduling.
• Assist with invoice processing, purchase tracking, and office expenditures.
• Maintain vendor records and operational documentation.
• Obtain quotes and information from vendors as requested.
• Support workplace budgeting and resource planning activities.

IT & Workplace Systems Coordination

• Support onboarding and offboarding technology logistics in partnership with IT.
• Coordinate workstation readiness and equipment distribution.
• Assist with equipment inventory tracking and workplace technology coordination.
• Escalate technical issues to IT appropriately.
• Serve as a liaison between employees and IT for workplace-related coordination needs.

Continuous Improvement

• Identify opportunities to improve workplace processes, organization, and service delivery.
• Recommend ideas that enhance efficiency, hospitality, and employee experience.
• Assist with implementation of operational improvements and workplace initiatives.
• Support process documentation and workflow standardization.
• Contribute to a culture of continuous improvement within Workplace Operations.