Operations Services Coordinator

$41,600 - $47,840/Yr

Wiverse - Canonsburg, PA

Full-time - Entry Level

Remote - Canonsburg, PA

Administrative and Support Services

About the position

As a Workplace Services Coordinator within the Corporate Facilities Department, you will play a crucial role in ensuring the smooth operation of our workplace environment. This position is based in Canonsburg, PA, and will support two facilities. The role involves providing comprehensive administrative support to the facilities team, which is essential for enhancing the overall productivity and functionality of our corporate facilities. You will be working in a hybrid schedule, with in-office work from Monday to Thursday and an optional work-from-home day on Friday. Occasionally, you may need to travel with teammates to an office site for new setups or decommissioning of office spaces, although this travel is expected to be less than 10% of your time. Your responsibilities will include managing office supplies and snacks inventory, ensuring that all locations within the portfolio have continuous availability. You will handle incoming and outgoing correspondence, maintain accurate records related to facility operations, and prepare reports and presentations as requested by the facilities management team. Additionally, you will assist in managing the Corporate Facilities Team and the Invoice inbox, process purchase requisitions, and act as a liaison between the facilities department and internal/external stakeholders. In this role, you will also coordinate meeting room bookings, equipment setup, and catering arrangements for corporate events and meetings. You will assist in coordinating office relocations, renovations, and other facility-related projects to minimize disruption to daily operations. Regular inspections of the facility will be part of your duties to identify and address safety hazards or compliance issues. You will support seating terminations and conduct seating audits to optimize workspace utilization, as well as manage relationships with external vendors and service providers. Your ability to maintain confidentiality and discretion when managing sensitive information will be essential in this role.

Responsibilities

• Manage office supplies and snacks inventory, including ordering and restocking.
• Handle incoming and outgoing correspondence promptly and professionally.
• Maintain accurate records and documentation related to facility operations.
• Prepare reports, presentations, and other documents as requested by the facilities management team.
• Assist in managing the Corporate Facilities Team and Invoice inbox.
• Process purchase requisitions and generate purchase orders.
• Act as a liaison between the facilities department and internal/external stakeholders.
• Coordinate meeting room bookings, equipment setup, and catering arrangements for corporate events and meetings.
• Assist in coordinating office relocations, renovations, and other facility-related projects.
• Monitor and report maintenance issues or facility concerns to the appropriate personnel.
• Conduct regular inspections of the facility to identify and address safety hazards or compliance issues.
• Support seating terminations and conduct seating audits to optimize workspace utilization.
• Perform property management audits for parking, gym, after-hours access, and elevator access.
• Process Tenant COI requests and provide them to the property owners.
• Submit Estoppel requests to legal team for review.
• Submit NSR requests for new vendor set ups.
• Manage team trainings with updated invoice and/or vendor related information as needed.
• Manage relationships with external vendors and service providers.
• Coordinate vendor access to the facility, ensuring compliance with company policies and procedures.
• Maintain project files and closeout documents to meet corporate retention requirements.
• Provide widespread support to team members as needed.
• Assist with special projects and initiatives assigned by the facilities management team.

Requirements

• High school diploma or equivalent; additional certification or coursework in office administration or facilities management preferred.
• Proven experience in an administrative, coordinator, or office support role, preferably within a corporate environment.
• Strong organizational skills, with the ability to prioritize tasks and manage multiple deadlines effectively.
• Excellent communication and people skills, with the ability to interact professionally with individuals at all levels.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Service Now, Nuvolo, SharePoint, Teams, and other relevant software applications.
• Diligence and accuracy in data entry and record-keeping.
• Ability to work independently and collaboratively as part of a team.
• Knowledge of basic health and safety regulations and facility management practices desirable.

Nice-to-haves

• Experience with facility management software.
• Familiarity with health and safety regulations.
• Previous experience in a corporate environment.

Benefits

• Hybrid work schedule
• Competitive hourly pay
• Opportunity for overtime
• Supportive work environment