Workplace & Facilities Coordinator

About the company

Institute of Foundation Models

What you'll do

• Reception & Hosting: Manage the front desk during core business hours, warmly greeting employees, guests, candidates, and visiting partners.
• Visitor Access & Security: Manage visitor check-in, issue building/suite badges, ensure visitor NDAs/logs are maintained, and coordinate with internal meeting hosts.
• Deliveries & Mail Distribution: Receive, log, sort, and distribute all incoming mail and packages (FedEx, UPS, USPS); coordinate outgoing shipments and couriers.
• Front-of-House Standards: Keep reception, the lobby, and client-facing conference rooms neat, stocked, and visitor-ready at all times.
• Property Management Liaison: Act as the day-to-day point of contact for building property management; submit, track, and follow up on building maintenance requests, HVAC adjustments, janitorial needs, and parking/access badge requests.
• Vendor & Maintenance Coordination: Escort and oversee onsite service vendors (shredding, plant maintenance, plumbing, electrical, appliance repair, janitorial deep cleans).
• Facility Upkeep & Walkthroughs: Perform regular walkthroughs of office suites, conference rooms, breakrooms, and print stations to proactively identify repairs, safety hazards, or replenishment needs.
• Workplace Specialist Partnership: Partner directly with and support our Workplace Operations Specialist on space planning, desk allocations, office moves, minor furniture assembly/reconfiguration, and facility enhancements.
• Team Event & Lunch Coordination: Coordinate daily/weekly team catering, manage setup and cleanup for lunches, and assist with planning lab social gatherings, happy hours, and celebrations.
• Supplies & Kitchen Stocking: Monitor inventory and coordinate orders for office supplies, breakroom snacks, coffee/beverages, and kitchen essentials.
• Operational & Meeting Support: Assist with conference room AV setup, meeting room turnarounds, and provide general operational support across the People & Operations team as business needs arise.

What you need

• Experience: 2–4 years of experience in office administration, front desk coordination, facilities coordination, or hospitality/guest services.
• Facilities Coordination: Practical experience interacting with commercial property managers, submitting building maintenance tickets, and managing facilities service vendors.
• Customer Service Orientation: Welcoming, approachable demeanor with strong interpersonal and clear written communication skills.
• Organization & Problem-Solving: High attention to detail with the ability to balance walk-in visitor needs alongside facilities tickets and scheduled tasks.
• Technical Skills: Proficiency with Microsoft 365 (Outlook, Word, Excel); comfortable learning facility ticketing, visitor management, or badge systems.
• Physical Requirements: Ability to perform daily office walkthroughs, receive and move delivery boxes (up to 25–30 lbs), and assist with event/room setups.
• Education: Associate or Bachelor's degree preferred (or equivalent practical experience).

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