Facilities Coordinator
Posted Updated
About the role
We're looking for a dependable, detail-oriented Site Ops Coordinator to help keep our space running at a high standard. You'll work closely with our Site Operations Lead, owning inventory management, tracking, and purchasing across facilities, furniture, and hardware — while also supporting the broader day-to-day operations of a building that's part office, part research hub, part community anchor. This isn't a back-office role; you'll be a visible, trusted presence in a space where people spend long hours doing demanding work.
This is a great fit for someone who takes pride in well-run spaces, enjoys variety, and wants to grow an operations career in a place where the work genuinely matters.
Outside of the core work hours (M-F 8:30 AM–5:00 PM), this role may also require being onsite some evenings and weekends for events or urgent issues.
Key responsibilities
Inventory & Purchasing Support
- Own inventory management for supplies, furniture, and equipment — tracking stock levels, and usage
- Own the purchasing process: research vendors, compare quotes, place orders for supplies, furniture, and equipment
- Maintain accurate, up-to-date inventory records
- Flag discrepancies, overages, or supply-chain issues before they become problems
Day-to-Day Facilities Support
- Serve as first point of contact for facilities requests, resolving what you can directly and escalating with context when needed
- Troubleshoot and escalate issues with vendors, building management, or equipment
- Support coordination with the porter team on restocking, tidying, and common area upkeep
- Support physical security operations including access control, camera monitoring, badge issuance, and visitor check-in
- Assist with setup and logistics for research events, workshops, and community gatherings
- Conduct routine space readiness checks across floors — flagging issues and keeping things in good shape for the researchers and teams who rely on them daily
Team Collaboration
- Work closely with the Site Operations Lead and broader operations team
- Track tasks and facilities requests to ensure nothing falls through the cracks in a high-volume environment
- Help document processes and recurring tasks, especially around inventory and purchasing workflows
Skills & experience
- Experience in a workplace coordinator, workplace associate, or similar hands-on operations role
- Direct experience managing inventory and/or purchasing processes — even informally
- Strong organizational skills and ability to manage a high volume of tasks and requests
- Comfortable working in a fast-moving, dynamic environment
- Clear written and verbal communication
- A service mindset; you care about giving users and staff a great experience
- Proficiency with Slack and task management tools; experience with Asana or similar a plus
- Comfort working both independently and as part of a small, collaborative team
You might be a good fit if you:
- Take pride in spaces that feel genuinely well cared for — not just functional, but good to be in
- Enjoy being a reliable presence in a community of people doing important, demanding work
- Like variety and can juggle competing priorities without dropping the ball
- Are hands-on and happy to roll up your sleeves
- Care about AI safety and want your day-to-day work to support it, even if you're not a researcher yourself