About the role
Job Description
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
Qualifications
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
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.