Workplace and Facilities Coordinator

Workplace & Facilities Coordinator (Part-time/Contract)

Reporting to: Vice President of Finance

Location Type: Remote Employment Type: Full-Time Salary: $50/hour Weekly Hours: Minimum 5 hours

Position Overview

We are seeking a dynamic, friendly, responsible, and trustworthy contractor to serve as a backup for our part-time Office Manager. This role requires someone living within a 10-mile radius of our office in El Segundo, available at a moment's notice. Day-to-day tasks will be led by the Office Manager.

Core Responsibilities

General Maintenance & Operations

• Serve as the on-site point person for:
  • General maintenance
  • Mailing, shipping, and receiving
  • Deliveries, supplies, and equipment
  • Bills
  • Ad hoc errands
• Provide operational and administrative support to all employees and on-site visitors.
• Execute and uphold office policies authored by HR.
• Conduct office tours for employees on-site.
• Coordinate and support on-site meetings and events in partnership with internal teams.
• Assist departments with special projects (e.g., large shipments, office events).

Facilities and Operations Management

• Manage all office services, ensuring operations and procedures are organized and efficient.
• Oversee, automate, and simplify daily routines.
• Manage on-site storage as required.
• Coordinate office moves.
• Manage and maintain appliances, systems, and supplies in the common kitchen area (including coffee/beverage services).
• Coordinate special maintenance (e.g., carpet cleaning, floor waxing, window cleaning).
• Serve as the point of contact for property management.
• Act as the point person for tenant space planning projects.
• Manage facilities-related expenses and the overall office budget.

Safety & Security

• Manage and oversee parking passes, the badge access system, and video surveillance.
  • Issue and deactivate parking passes and employee/visitor badges.
• Manage and oversee the security alarm system.
• Manage and oversee the visitor management system.
• Coordinate safety training.
• Conduct monthly safety inspections as per company requirements.
• Report any safety or security concerns.

Vendor & IT Coordination

• Manage all external vendors and service requests.
• Coordinate with IT on all office equipment.
• Coordinate and request Certificates of Insurance for on-site vendors.

Administrative & Employee Support

• Partner with scheduled teams for on-site meetings/events.
• Provide ongoing support for visitors and internal employees.
• Handle ad-hoc projects from the Operations team through the VP of Finance.

Must-Haves

• 5+ years of experience managing office facilities/workplace operations.
• 5+ years of experience with:
  • Postage and shipping equipment
  • General office equipment (copiers, printers, etc.)
• Experience working with trades (electrical, plumbing, HVAC).
• Familiarity with physical security practices and safety administration.
• Ability to manage projects and collaborate with both technical and business stakeholders.
• Strong verbal and written communication skills.
• Fluency in both Mac and PC platforms.
• Advanced proficiency in:
  • Microsoft Office Suites
  • Google Workspace
  • Slack
  • Zoom
  • Confluence

Perks & Benefits

• Paid Time Off, Holidays, and Two Weeks Winter Break.
• Comprehensive Medical Coverage: Employees and their dependents receive medical, dental, and vision coverage from day one, regardless of level, tenure, or position.
• Pet Insurance.
• Compassionate leave for family care.
• Pre-tax wellness stipend.
• Pre-tax work-from-home stipend.
• Savings plan (401K program) with company match.
• Mental health resources, including Headspace membership and Employee Assistance Program (EAP).
• Discount portal for everyday goods and services.
• Employee inclusive and diversity initiatives (e.g., Grow Together).
• Support for personal professional development.

Application Instructions

Applicants must be authorized to work for any employer in the U.S. Unfortunately, we are unable to sponsor or take over sponsorship of an employment Visa at this time.