Workplace and Facilities Coordinator

1 Month ago • 5 Years + • Facility Management • ~ $50 PA

Job Summary

Job Description

We are seeking a dynamic and trustworthy Workplace and Facilities Coordinator to serve as a backup for our part-time Office Manager. This role involves being the on-site point person for general maintenance, mailing, shipping, receiving, deliveries, supplies, equipment, bills, and ad hoc errands. You will provide operational and administrative support, enforce office policies, conduct office tours, and coordinate on-site meetings and events. Responsibilities also include managing office services, simplifying daily routines, overseeing storage, coordinating office moves, maintaining kitchen areas, managing special maintenance, liaising with property management, and handling tenant space planning projects. You will also manage facilities-related expenses and the office budget, oversee parking passes, badge access, and video surveillance systems, manage the security alarm and visitor management systems, coordinate safety training, conduct safety inspections, and report concerns. Vendor and IT coordination includes managing external vendors, coordinating with IT on office equipment, and requesting Certificates of Insurance. Administrative support involves partnering with teams for meetings, supporting visitors and employees, and handling ad-hoc projects. This is a part-time/contract role with a minimum of 5 hours per week.
Must have:
  • 5+ years managing office facilities/workplace operations
  • 5+ years with postage and shipping equipment
  • 5+ years with general office equipment
  • Experience working with trades (electrical, plumbing, HVAC)
  • Familiarity with physical security practices and safety administration
  • Ability to manage projects and collaborate with stakeholders
  • Strong verbal and written communication skills
  • Fluency in Mac and PC platforms
  • Advanced proficiency in Microsoft Office Suites
  • Advanced proficiency in Google Workspace
  • Advanced proficiency in Slack
  • Advanced proficiency in Zoom
  • Advanced proficiency in Confluence
Perks:
  • Paid Time Off, Holidays and Two Weeks Winter Break
  • Medical, dental, and vision coverage for employees and dependents from day one
  • Pet Insurance
  • Compassionate leave
  • Pre-tax wellness stipend
  • Pre-tax work from home stipend
  • 401K program with company match
  • Mental health resources (Headspace, EAP)
  • Discount portal
  • Employee inclusive and diversity initiatives
  • Support for personal professional development

Job Details

Workplace & Facilities Coordinator (Part-time/Contract)
Reporting to: Vice President of Finance

We are looking for a dynamic, friendly, responsible and trustworthy contractor Coordinator who lives within a 10 mile radius of our office in El Segundo. Available at a moment’s notice. Weekly hours are at 5 hours minimum. Hourly rate is at $50/hour.

This role serves as a back-up for our part-time Office Manager. Day-to-day tasks will be led by the Office Manager.

Core Responsibilities

  • Serve as the on-site point person for:

    • General maintenance

    • Mailing, shipping, and receiving

    • Deliveries, supplies, equipment, bills

    • Ad hoc errands

  • Provide operational and administrative support to all employees and on-site visitors

  • Execute and uphold office policies authored by HR

  • Conduct office tours for employees on-site

  • Coordinate and support on-site meetings and events in partnership with internal teams

  • Assist departments with special projects (e.g., large shipments, office events)


Facilities and Operations

  • Manage all office services, ensuring operations and procedures are organized and efficient

  • Oversee, automate, and simplify daily routines

  • Manage on-site storage as required

  • Coordinate office moves

  • Manage and maintain appliances, systems, and supplies in the common kitchen area (including coffee/beverage services)

  • Coordinate special maintenance (e.g., carpet cleaning, floor waxing, window cleaning)

  • Point of contact for property management

  • Point person for tenant space planning projects

  • Manage facilities-related expenses and the overall office budge

Safety & Security

  • Manage and oversee parking passes, badge access system and video surveillance
    - Issue and deactivate parking passes and employee/visitor badges

  • Manage and oversee the security alarm system

  • Manage and oversee the visitor management system

  • Coordinate safety training

  • Conduct monthly safety inspections as per company requirements

  • Report any safety or security concerns

Vendor & IT Coordination

  • Manage all external vendors and service requests

  • Coordinate with IT on all office equipment

  • Coordinate and request Certificates of Insurance for on-site vendors

Administrative & Employee Support

  • Partner with scheduled teams for on-site meetings/events

  • Provide ongoing support for visitors and internal employees

  • Handle ad-hoc projects from the Operations team through the VP of Finance


Must-haves:

  • 5+ years' experience managing office facilities/workplace operations
    5+ years' experience with:

    • Postage and shipping equipment

    • General office equipment (copiers, printers, etc.)

  • Experience working with trades (electrical, plumbing, HVAC)

  • Familiarity with physical security practices and safety administration

  • Ability to manage projects and collaborate with both technical and business stakeholders

  • Strong verbal and written communication skills

  • Fluency in both Mac and PC platforms

  • Advanced proficiency in:

    • Microsoft Office Suites

    • Google Workspace

    • Slack

    • Zoom

    • Confluence

Perks:

  • Paid Time Off, Holidays and Two Weeks Winter Break

  • Employees and their dependents get medical, dental, and vision coverage, regardless of their level, tenure, or position within the company. Moreover, these benefits start on the first day of the job—there’s no waiting period before they kick in.

  • Pet Insurance for those who need it too.

  • Compassionate leave for employees who needs to take care of their family members

  • Pre-tax wellness stipend

  • Pre-tax work from home stipend

  • Access our savings plan (401K program) with company match

  • Mental health resources including Headspace membership and Employee Assistance Program (EAP)

  • Discount portal for everyday goods and services

  • Employee inclusive and diversity initiatives such as Grow Together

  • Support for personal professional development

We look forward to meeting you!

Applicants must be authorized to work for any employer in the U.S.
Unfortunately, We are unable to sponsor or take over sponsorship of an employment Visa at this time.



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Los Angeles, California, United States (Remote)

Los Angeles, California, United States (Remote)

El Segundo, California, United States (On-Site)

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