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Workplace Coordinator
2 months ago
Employment type: Contract W2 employee - only; no C2C or 1099 allowed by our client.
Contract duration: 1 year with possibility for conversion to FTE
Location: Onsite in San Francisco office
Employee benefits: Capstone contributes $250/month towards Blue Shield or Kaiser Permanente health insurance that the contract employee selects through our Plan (multiple plans are offered). Dental care plans are available. We also offer a Roth IRA (transportable).
In-office position, Monday through Friday. Possibility for conversion
The Workplace Operations Specialist is a highly visible role which demands extensive customer service skills, and a high level of professionalism and ability to multi-task. We are seeking an enthusiastic and detail-oriented Workplace Specialist to join our team. If you are passionate about orchestrating seamless operations, creating memorable experiences, and fostering a collaborate work environment, we want to hear from you The position will execute workplace-related initiatives, customer interface, vendor management and operations for our offices in San Francisco. This role will be in an onsite capacity at our One Market location reporting to Workplace Manager and work in a team environment.
Responsibilities
Operations: Offer extensive support for daily workplace operations. Ensure a smooth and efficient office environment by acting as a liaison and trusted partner to the reception, events & experience, security teams, and other cross-functional stakeholders.
Workplace Admin Assistance: Support administrative, procurement and finance tasks including vendor access forms, certificate of insurance coordination, scheduling, correspondence, and vendor billing/contracts management.
Documentation Oversight: Assisting the team by documenting current processes, suggesting improvements, and identifying issues in current workflows.
Employee Support: Support initiatives to enhance engagement and foster a sense of intentional gathering. Serve as a point of contact for employees regarding workplace issues and needs.
Workplace Amenities: Curate environment to create an inspiring and comfortable workspace. Collaborate with vendors and liaise with support partners.
Communication: Review and update internal SharePoint site and provide guidelines and information to employees, visitors, cross functional partners
Vendor Relations: Build and maintain relationships with operations vendors, building services, and other suppliers. Maintain contracts and ensure services meet our standards.
Stay Current: Keep abreast of the latest workplace trends and advancements. Evaluate new tools and software to enhance workplace operations & experiences. Continue to pilot, innovate, and look for ways to automate, scale and streamline workplace services.
Other Workplace Duties: Respond in a timely manner to urgent calls, issues, staffing deficiencies, and other workplace related requests.
Minimum Qualifications
- A minimum of 3+ years’ experience of current, relative workplace, operations and hospitality experience.
- Advanced knowledge of Microsoft Office programs (Excel, PowerPoint, and Word). Working knowledge of SharePoint
- Bachelor’s degree in business, operations, hospitality, or equivalent relevant experience
- Outstanding verbal and written communication skills
- Exhibits a high level of critical thinking, attention to detail, and customer-focused problem-solving
- Adapts well in fast-paced environments, remaining composed under stress
- Self-motivated and excels in collaborative team settings
- Exceptional multitasking and prioritization abilities
- Demonstrates adaptability to a flexible work schedule as needed
