Workplace & Facilities Coordinator

United States·SunnyvaleFull-timemid

Facilities CoordinatorAdministration & Office Support

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Quick Summary

Key Responsibilities

managing front desk reception and visitor check-in (40%), coordinating facility tickets, building maintenance, and vendor visits (40%), and supporting team catering, office supplies,

Requirements Summary

Ability to perform daily office walkthroughs, receive and move delivery boxes (up to 25–30 lbs), and assist with event/room setups.

Technical Tools

Facilities CoordinatorAdministration & Office Support

We are a dedicated research lab for building, understanding, using, and risk-managing foundation models. Our mandate is to advance research, nurture the next generation of AI builders, and drive transformative contributions to a knowledge-driven economy.

Responsibilities

~1 min read

→Reception & Hosting: Manage the front desk during core business hours, warmly greeting employees, guests, candidates, and visiting partners.

→Visitor Access & Security: Manage visitor check-in, issue building/suite badges, ensure visitor NDAs/logs are maintained, and coordinate with internal meeting hosts.

→Deliveries & Mail Distribution: Receive, log, sort, and distribute all incoming mail and packages (FedEx, UPS, USPS); coordinate outgoing shipments and couriers.

→Front-of-House Standards: Keep reception, the lobby, and client-facing conference rooms neat, stocked, and visitor-ready at all times.

Property Management Liaison: Act as the day-to-day point of contact for building property management; submit, track, and follow up on building maintenance requests, HVAC adjustments, janitorial needs, and parking/access badge requests.

Vendor & Maintenance Coordination: Escort and oversee onsite service vendors (shredding, plant maintenance, plumbing, electrical, appliance repair, janitorial deep cleans).

Facility Upkeep & Walkthroughs: Perform regular walkthroughs of office suites, conference rooms, breakrooms, and print stations to proactively identify repairs, safety hazards, or replenishment needs.

Workplace Specialist Partnership: Partner directly with and support our Workplace Operations Specialist on space planning, desk allocations, office moves, minor furniture assembly/reconfiguration, and facility enhancements.

Team Event & Lunch Coordination: Coordinate daily/weekly team catering, manage setup and cleanup for lunches, and assist with planning lab social gatherings, happy hours, and celebrations.

Supplies & Kitchen Stocking: Monitor inventory and coordinate orders for office supplies, breakroom snacks, coffee/beverages, and kitchen essentials.

Operational & Meeting Support: Assist with conference room AV setup, meeting room turnarounds, and provide general operational support across the People & Operations team as business needs arise.

Experience: 2–4 years of experience in office administration, front desk coordination, facilities coordination, or hospitality/guest services.

Facilities Coordination: Practical experience interacting with commercial property managers, submitting building maintenance tickets, and managing facilities service vendors.

Customer Service Orientation: Welcoming, approachable demeanor with strong interpersonal and clear written communication skills.

Organization & Problem-Solving: High attention to detail with the ability to balance walk-in visitor needs alongside facilities tickets and scheduled tasks.

Technical Skills: Proficiency with Microsoft 365 (Outlook, Word, Excel); comfortable learning facility ticketing, visitor management, or badge systems.

Physical Requirements: Ability to perform daily office walkthroughs, receive and move delivery boxes (up to 25–30 lbs), and assist with event/room setups.

Education: Associate or Bachelor's degree preferred (or equivalent practical experience).

What We Offer

~1 min read

$80,000 – $90,000/year + discretionary performance bonus + benefits

This is an hourly, non-exempt position eligible for overtime in accordance with applicable law. The posted range reflects the annualized equivalent of the hourly rate.

The posted salary range represents the company’s good faith estimate of the base compensation for this position upon hire. The actual base compensation offered may vary within this range depending on individual qualifications, including but not limited to relevant skills, experience, education, certifications, and specific business needs. In addition to base salary, total compensation includes an annual discretionary performance bonus and comprehensive benefits.

Benefits Include

✓Comprehensive medical, dental, and vision benefits

✓Bonus

✓401K Plan

✓Generous paid time off, sick leave and holidays

✓Paid Parental Leave

✓Employee Assistance Program

✓Life insurance and disability

Location & Eligibility

Where is the job

Sunnyvale, United States

On-site at the office

Who can apply

About this job

Pay per year: $80,000–$90,000 a year; 39% above the $61,360 median for Facilities Coordinator jobs on Jobera (51 salaries).
Who can apply: United States
Posted: 21 days ago
Employer: has 44 open jobs on Jobera in 3 countries.