Workplace Operations Moves, Adds, and Changes Coordinator

$140,000 - $140,000/Yr

Openai - San Francisco, CA

Full-time - Mid Level

San Francisco, CA

Professional, Scientific, and Technical Services

About the position

The Real Estate and Workplace Services team at OpenAI plays a crucial role in creating and maintaining the physical environments that drive innovation and growth within the company. This team is responsible for ensuring that our facilities align with the dynamic objectives of our business. They manage daily operations, optimize workspace designs, and oversee leasing and planning for our real estate portfolio. With a strong emphasis on sustainability and efficiency, the team collaborates closely with both internal stakeholders and external partners to create spaces that reflect our brand's identity and culture while enhancing employee productivity and well-being. Joining this team means being at the forefront of shaping environments that inspire technological advancements and support our mission. We are seeking a Workplace MAC (Moves, Adds, and Changes) Coordinator to join our MAC team at our San Francisco headquarters. This role is integral to supporting moves, adds, and changes across the organization. The MAC Coordinator will be heavily involved in the execution of moves and the onboarding process for new employees. The Real Estate & Workplace Services team is engaged in the onboarding process from both a MAC perspective and an employee experience standpoint. As the first point of contact for new hires, the MAC Coordinator plays a vital role in ensuring a positive first-day experience. The MAC responsibilities primarily involve executing moves for groups ranging from 10 to over 2000 people. The Coordinator will determine when to utilize our internal facilities tech team versus when to engage a large external move crew. As the company continues to grow, the MAC Coordinator will need to plan moves proactively while also being prepared to respond quickly to last-minute business needs. Streamlining and tightening all aspects of the move process is essential to save time and enhance efficiency. This role will focus on continuous improvement of processes as the organization scales. The position is based in San Francisco, CA, requiring in-office attendance five days a week, with occasional evening or weekend work based on business demands.

Responsibilities

• Help enhance the onboarding plan from start to finish, ensuring a seamless experience for new hires.
• Revamp the Workplace Onboarding session to make it more impactful and engaging.
• Develop a streamlined approach for assigning new hire seating, benefiting both workplace teams and managers.
• Simplify and optimize the logistical move process, managing communications for moves of all sizes.
• Leverage systems like Slack and Jira to standardize MAC communication across all moves.
• Establish clear signage and labeling standards for all MAC projects to improve efficiency.
• Prioritize faster turnaround times for new hire seating and move completion.
• Design an internal process for handling moves with the onsite team, ensuring smooth execution.
• Regularly update the MAC playbook to reflect best practices and improvements.
• Standardize the move FAQ page and related documentation for easy access and clarity.
• Develop vendor management skills by working closely with the Facility Tech program.
• Oversee the storage plan across campus, managing workplace and team-related items effectively.
• Collaborate with the MAC team to ensure seamless movement of people and items.

Requirements

• Experience in MAC or Workplace Operations: A proven track record in managing moves, adds, and changes or similar experience in workplace operations.
• Organizational Skills: Strong ability to manage multiple projects simultaneously with a keen attention to detail.
• Time Management: Excellent time management skills, with a focus on prioritization and meeting tight deadlines.
• Problem-Solving: A passion for tackling challenges and finding efficient, practical solutions.
• Calm Under Pressure: Demonstrated ability to remain composed and focused during high-pressure situations.
• Vendor Management Experience: Prior experience working with external vendors and developing strong partnerships is a plus.