Workplace and Facilities Coordinator

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

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.