Workspace & Real Estate Operations Lead

Armanino LLP; Pasadena (CA); On-site; USD 52,000 - 76,000; Full time

Job summary

Armanino LLP in Pasadena is seeking a Facilities/Office Operations Coordinator to manage workspace requests, tickets, and vendor coordination. You will support office moves, space planning, and building access, ensuring smooth day-to-day operations.

The role requires at least 2 years in facilities or office operations, strong communication, and familiarity with ServiceNow and Wrike. Travel up to 30% may be required to support multiple offices.

Qualifications

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• Minimum 2 years of experience in workplace operations, facilities coordination, office management, real estate administration, or similar; experience supporting multiple sites preferred.
• Demonstrated ability to triage workplace requests, define/confirm scope, and coordinate timely resolution through vendors, building teams, and internal partners.
• Comfort working in structured workflows and tracking work in systems (ticketing tools, spreadsheets, shared documentation), with strong attention to detail and a commitment to consistent, high-quality results.
• Basic familiarity with conference room technology and A/V concepts; able to coordinate troubleshooting with IT and support simple meeting set-ups when needed.
• Able to work in a fast-paced environment—prioritizing and managing multiple tasks, meeting deadlines, and flagging constraints early when timelines may shift.
• Consistent, clear communication with both the in-office team and remote partners/stakeholders.
• Strong follow-through and accountability—provides timely updates, closes loops, and can own assigned workstreams end-to-end with minimal oversight.
• Experience using a ticketing system (e.g., ServiceNow) and maintaining documentation that supports reporting, audits, and consistent service delivery.
• Intermediate experience with Microsoft 365 (Outlook, Teams, Excel, Word) and comfort producing simple reports, trackers, and status summaries.
• Proactive, self-motivated, and solutions-oriented; able to anticipate needs, identify risks, and drive issues to resolution.
• Ability to work in an office environment and be onsite as needed for coordination, walkthroughs, and project support; this role is primarily non-physical and does not require routine hands-on repair work.
• Willingness and ability to travel up to 30% (as needed) between assigned offices for site visits.

Responsibilities

• Coordinate workspace requests from intake to completion using Wrike.
• Manage and close workplace tickets in ServiceNow with priority and updates.
• Coordinate vendor and building maintenance visits, access, quotes, and scopes.
• Conduct regular workspace walkthroughs and coordinate remediation.
• Maintain workspace and real estate documents, vendor lists, and floor plans.
• Support moves and space reconfigurations with timelines and communications.
• Coordinate building access, badges, and lease-critical tracking with Finance/IT.
• Provide basic conference room A/V support and IT coordination.
• Review SOWs to support vendor selection and scope alignment.
• Coordinate special requests and travel up to 30% for site visits.

Skills

Ticketing systems

Vendor coordination

Facilities coordination

Project coordination

Microsoft 365

A/V troubleshooting

Communication

Time management

On-site coordination

Travel readiness

Education

High school diploma

Associate degree

Bachelor's degree

Tools

ServiceNow

Wrike

Excel

Outlook

Teams

Job description

Armanino LLP in Pasadena is seeking a Facilities/Office Operations Coordinator to manage workspace requests, tickets, and vendor coordination. You will support office moves, space planning, and building access, ensuring smooth day-to-day operations.

The role requires at least 2 years in facilities or office operations, strong communication, and familiarity with ServiceNow and Wrike. Travel up to 30% may be required to support multiple offices.