Facilities Workplace Coordinator

Role
The Facilities & Workplace Coordinator is responsible for coordinating day-to-day
workplace operations and employee services that support a safe, productive, and
engaging office environment. By managing workplace programs, vendors, facilities
administration, and employee support activities, this role enables a seamless
employee experience and efficient office operations.
Responsibilities
Serve as the primary workplace concierge for employees, delivering exceptional
customer service, addressing workplace-related inquiries, coordinating service
requests, and fostering a safe, organized, and productive office environment.
Support the end-to-end new hire onboarding experience, including workstation
setup, facilities orientation, access badging, nameplate preparation, and related
workplace readiness activities.
Manage mailroom operations, including the receipt, sorting, and distribution of
incoming mail, as well as coordinating outgoing shipments through USPS, UPS,
FedEx, and other carriers.
Oversee the procurement, inventory management, and replenishment of office,
kitchen, and workplace supplies to ensure business continuity and employee
satisfaction.
Process invoices, purchase orders, and check requests, including accurate cost
coding and verification that contracted services and purchased goods have
been received and completed in accordance with established agreements.
Coordinate conference room logistics, including room setup, catering
arrangements, audio-visual support coordination, and overall meeting
readiness.
Administer key workplace safety programs, including the Emergency
Management Program, Fire Warden Program, first aid supply management,
and Automated External Defibrillator (AED) inspections and maintenance.
Maintain accurate office records, including floor plans, seating assignments,
occupancy data, and headcount reporting.
Coordinate vendor and contractor activities, ensuring compliance with
company policies, security requirements, and building regulations.
Support office relocations, space reconfigurations, furniture installations, and
workplace improvement initiatives.
Assist with the planning and execution of employee engagement activities,
workplace events, recognition programs, and office-sponsored functions.
Partner with the Facilities Manager and broader Facilities team on special
projects, process improvements, workplace initiatives, and other operational
priorities as assigned
Collaborate closely with property management, building engineering, tenant
services, and other stakeholders to resolve issues, escalate concerns, and
enhance the overall employee and workplace experience.
Key Competencies
Customer Service & Employee Experience
Workplace Operations & Administration
Communication & Relationship Building
Safety & Emergency Preparedness
Event & Meeting Coordination
Financial Administration & Cost Management
Organization & Attention to Detail
Problem Solving & Initiative
Collaboration & Teamwork

Education/Certifications
High school diploma or equivalent
Experience/Minimum Requirements
5+ years of experience providing facilities and/or office service support in a
professional office or corporate environment

Expectations
Proficient in Microsoft Office applications and other workplace technology
platforms
Ability to manage multiple priorities in a fast-paced environment
Ability to lift items weighing up to 50 lbs
Working knowledge of office equipment, printers, copiers, and postage systems
Strong organizational, planning, and problem-solving skills
Excellent customer service, communication, and interpersonal skills
Ability to build positive relationships and deliver a high-quality employee
experience
Organizational Relationship

Reports to: Facilities Manager
Title(s) of direct reports (if applicable): N/A
Working Conditions: This role falls into our hybrid work model working in your
assigned office approximately 80% of the time (4 days per week) and where you do
your best work 20% (1 day per week). There is an expectation of collaboration with
teammates and stakeholders for moments that matter that could require travel

Impellam Group and its brands are equal-opportunity employers committed to diversity and inclusion. All qualified applicants will receive consideration without regard to race, color, religion, gender, sexual orientation, pregnancy or maternity, national origin, age, disability, veteran status, or any other factor determined to be unlawful under applicable law. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application, interview process, pre-employment activity, and the performance of crucial job functions.

If you require additional disability considerations, modifications, or adjustments please let us know by contacting HR-InfoImpellamNA@impellam.com or fill out this form to request accommodations.