Global Workplace and Facilities Coordinator

VIA is making an impact, and so can you.

Headquartered in Somerville, Massachusetts, VIA is a mission-critical software company that enables organizations to share and analyze sensitive data at speed without compromising security or control. VIA’s decentralized architecture keeps data sovereign, while its agentic AI helps organizations solve critical challenges, and its military-grade security governs access. Designed for simplicity, rapid deployment, and disconnected environments, VIA makes sensitive data usable wherever the mission happens, even offline.

The Department of War, Fortune 50 companies, and critical infrastructure companies around the globe trust VIA to help them solve their toughest analytics and digital security challenges. Learn more:

Big missions need bold spaces. We’re looking for a Global Workplace and Facilities Coordinator to build environments where our best work happens.

VIA recently moved into its brand new headquarters in Somerville, with major upgrades in the works: turning our central hub into a state-of-the-art workspace where VIA's mission comes to life. We're looking for a Global Workplace and Facilities Coordinator to keep our day-to-day operations running smoothly and to help shepherd our office improvement projects across the finish line, working hands-on with vendors and contractors along the way.

Beyond Somerville, you’ll also play a key role in keeping our DC and Montreal offices thriving.

In this role, your day-to-day will include:

• Proactive office operations: Ensure the Somerville, DC, and Montreal offices run smoothly day to day, serving as the "eyes and ears" of the workplace to ensure a safe, efficient, and productive environment
• Inventory management: Ensure VIA's offices are fully stocked with supplies, snacks, and anything else the team needs to do their best work
• Budget management: Work with Finance to oversee the office budget, both as it relates to inventory and vendor management, including forecasting costs and tracking spend
• Facilities coordination: Serve as the go-to contact for all facilities-related needs, identifying and escalating issues as they arise
• Vendor management: Coordinate directly with vendors and contractors to fix, enhance, and maintain office equipment, systems, and infrastructure
• Renovation project support: Keep our ongoing Somerville office improvement work on track, coordinating timelines and deliverables with vendors and internal stakeholders
• Space planning: Support the setup and organization of office spaces to ensure they meet the evolving needs of the team, including identifying areas to improve office operations and communicating to internal stakeholders
• Events logistics: Partner with People and Operations and other teams to support office-related logistics for events and day-to-day team needs
• Office communication: Working with the People and Operations team, ensure VIA team members know about upcoming construction, parking, and other office-related logistics

What you will bring to this role:

• 2+ years of experience in office management, facilities coordination, or administrative operations
• A demonstrated track record of managing vendor relationships and seeing projects through to completion
• Strong organizational skills with the ability to juggle multiple ongoing tasks and priorities
• A proactive, hands-on approach, comfortable rolling up your sleeves to solve problems as they come up
• Excellent communication skills, both with internal teams and external vendors/contractors
• Comfortable using office software (e.g., Google Workspace) for scheduling, reporting and tracking tasks
• Ability to be in the Somerville office 4-5 days a week
• Open to occasional travel to our different office locations

What does it take to be a successful…