Workplace Operations Specialist

The Work

The Workplace Operations Specialist provides outstanding customer service and supports the daily management of the office, employee experience, vendor relations, and overall office and building maintenance. In this role, you have the strong ability to think on your feet, assigning an appropriate level of urgency to specific situations and working on projects independently. You are a diligent and resourceful problem-solver, able to iterate until the right solution is found. You can easily collaborate and communicate with internal teams and external partners.

What you'll do

Office Management

• Front Desk & Guest Services: Act as the first point of contact, greeting employees and visitors, managing check-ins, events and contractors.Oversee day-to-day workplace operations including food programs, deliveries, mailroom, decor, events and supply ordering
• Ensure smooth functionality, high service standards, and a consistently positive employee experience as the site scales
• Develop, execute, and maintain office procedures and workplace programming
• Maintain a welcoming, safe, and professional office environment and serve as the primary point of contact for employees and guests for workplace-related questions, requests, and support

Employee Experience & Events

• Promote a culture of inclusion, hospitality, collaboration, and productivity across assigned office locations
• Plan and execute lunches, surprise and delight moments for employees
• Partner with the People team on onboarding logistics to ensure new hires have a welcoming first-day experience, including desk setup, office tours, and introductions to workplace resources
• Coordinate logistics for onsite meetings and events, including meeting room/furniture setup and food orders

Facilities & Vendor Management

• Conduct morning walkthroughs to address any issues, escalating any recurring issues to your manager and/or relevant cross-functional teams
• Support relationships with external vendors including building management, food & beverage partners, janitorial services, and repair and maintenance contractors, ensuring SLAs are met
• Coordinate facility maintenance and repairs, including preventative maintenance and urgent issues (e.g. carpet cleaning, paint touch-ups, furniture repair, plumbing, electrical, lighting, conference room AV diagnosis). Coordinate with building management for work order requests
• Assist in updating floor plans, perform moves, and coordinate new hire space assignments

Collaboration & Support

• Collaborate with key partners such as Global Workplace, Security, IT/AV, and Communications teams to ensure seamless daily operations
• Act as a point of escalation for workplace-related feedback, issues, and suggestions, and partner with the Workplace team on resolution
• Willingness and ability to maintain a flexible schedule to attend team meetings, leadership check-ins, and strategic alignment calls across multiple time zones (e.g. US, EMEA, APAC), including availability for additional hours when needed

What You'll Bring

• Bachelor’s Degree or equivalent experience
• 2–4 years of facilities or workplace experience
• Excellent customer service and interpersonal skills with the ability to interact with all levels of personnel, external customers, and vendors
• Strong attention to detail
• Excellent organisational and time management skills
• Excellent interpersonal skills
• Exceptional written and verbal communication skills to keep remote management seamlessly aligned on project progress, risks, and priorities across asynchronous workflows
• Ability to work independently with minimal daily supervision, taking direction from a remote manager based in EMEA while proactively driving tasks to completion.
• Comfort operating in a distributed team environment, ensuring clear alignment, quick clarification of objectives, and effective follow-through despite time zone differences.
• In-depth understanding of local health and safety laws, environmental regulations, and industry compliance standards
• Comfortable working with and around C-suite level executives
• Leverage employee preferences and key information to proactively meet the needs of employees and guests, delivering a tailored and seamless experience before it is requested
• Proficiency with Google Workspace (Docs, Sheets, Drive, etc.), Slack and Jira
• Ability to process invoices for department manager approval
• Ability to lift 30–40 lbs (13.6–18.1 kg)
• Ability to work safely, productively, and confidently as a lone worker without on-site supervision