Workplace Coordinator (Contract A1421)

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

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

- 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.