Workplace Services Coordinator

Title: Workplace Services Coordinator

Location: Arlington, VA

Contract - Onsite

Pay: $30 - $35/hr on W2(Inclusive all)

What You'll Do:

Serve as a main point of contact for visitors, greeting and welcoming guests to the site, directing them appropriately and notifying company employees of the visitor arrival

Executes on all in-office workplace service events and/or employee activities, partnering with larger GREWS team members to ensure experiences are timely and equitable for all.

Assists with company local events & meetings (onsite/offsite conference room reservations, catering, de cor, coordination, etc.)

Manage conference room scheduling and work effectively with meeting hosts during planning process, inclusive of information sharing related to catering and A/V capabilities.

Coordinates all aspects of onsite conferencing and meeting, including the configuration and setup of physical spaces including training and conference rooms.

Assists and aligns closely with IT/Helpdesk/EA/HR teams in support of setting up conference rooms, training rooms for corporate meetings, recruiting events, leadership functions, sales conferences, specialty events, etc. as required.

Supports new-hire and onboarding process including workspace preparation, arrival and access credentials, and site familiarization.

Maintains security by following approved procedures, in partnership with Global Physical Security.

Maintains safe and clean reception area, break area, conference rooms, and all other workspaces.

Serve as the local subject matter expert for visiting staff as it relates to hotels, restaurants, team building activities, and general area knowledge.

Administers back-of-house facilities operations including general FF&E maintenance and MEP issues with responsible parties (landlord/property management, vendors, contractors, consultants, etc.).

Includes holding vendors accountable to service level agreements and meets with each to review deliverables on a recurring basis Meets and collaborates with business unit representatives and stakeholders on a regular basis.

Responds to all workplace inquiries, assess needs or issues, and takes the necessary corrective action. Follow-up with proper leadership escalation or documentation where necessary.

Acts as a liaison with Landlord/Property Management regarding all back-of-house maintenance issues. Champions a recurring meeting with all parties to ensure effective communication of property/building processes, maintenance events, and projects.

Monitor and maintain office equipment in partnership with the IT department (printers, shredders, etc.) where applicable.

Maintains accurate inventory levels and procures office supplies; including but not limited to snacks/supplies for break area, copy center, shipping/courier supplies.

Receives, sorts and forwards incoming mail. Maintains and routes publications

Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)

Assists GREWS leadership with OpEx budgeting, forecasts monthly expenses and monthly reporting in partnership with Finance

Serve as logistical POC for upcoming relocation to new office space in 2027, pending project completion

Partner with GREWS leadership on future office opening at new location, including day 1 readiness as well as development of processes and procedures

Lend daily operational support, in remote capacity, to smaller service office locations within adjacent states/regions. This currently includes Toronto.

Report to the Client's office M-F, 5 days per week. No remote or hybrid work style is available for this role

Requirements

Minimum of 5 years professional experience

Facilities Management and/or Office Services experience. Previous hotel/hospitality front-of-house experience is also welcomed

Exceptional written and verbal communication skills including ability to communicate with all levels of staff, clients, and external professionals

Ability to interact with people at all levels including senior management

Basic understanding of local building and fire codes, Fire/Life/Safety plans, and Environmental Health & Safety standards

Basic understanding of commercial MEP systems and functionalities

Basic understanding of Audio/Visual conferencing systems

Demonstrated ability to work independently and prioritize multiple, high-priority tasks

Unimpeachable judgment and discretion in handling confidential information

Flexibility to perform job tasks outside of job description when necessary

Keen attention to detail with the ability to juggle multiple priorities

High level of integrity and ethics with the ability to maintain confidentiality

Strong working knowledge of Google and Microsoft Office Suite

Basic knowledge of or experience in cyber security