Workplace Solutions Coordinator

Job Summary

The Workplace Solutions Site Coordinator is responsible for supporting the daily operations and workplace services functions at a dynamic life sciences and office campus. This position serves as the primary on-site resource for workplace services, ensuring facilities remain safe, clean, compliant, and operational to support research, laboratory, and administrative activities. The Site Coordinator acts as a key liaison between employees, vendors, landlords, security personnel, and facilities teams, coordinating soft services, customer requests, inspections, vendor activities, and workplace projects.

The role requires a highly organized, customer-focused professional capable of managing multiple priorities while maintaining exceptional service standards in a regulated life sciences environment.

Workplace Operations & Service Delivery Serve as the primary on-site point of contact for workplace and soft services operations, including janitorial services, mail and courier services, waste and recycling programs, security coordination, site amenities, and general customer service. Support a positive workplace experience by responding promptly to employee and visitor requests. Ensure daily service schedules are completed according to established standards and contractual requirements.

Conduct routine workplace inspections and walkthroughs to verify cleanliness, functionality, and overall site readiness. Monitor common areas, conference rooms, break rooms, and shared spaces to ensure a professional and welcoming environment.

Vendor Coordination & Oversight Coordinate and oversee third‑party vendors performing services on‑site, ensuring compliance with contractual obligations, safety requirements, and site procedures. Monitor vendor performance and identify service gaps or deficiencies. Escalate performance concerns and assist in implementing corrective action plans. Maintain vendor documentation including certificates of insurance, licenses, training records, and compliance paperwork. Support vendor access, scheduling, and communication activities.

Site Inspections, Documentation & Reporting Conduct routine inspections of assigned facilities and workplace areas. Identify deficiencies and initiate work orders or service requests through the CMMS/work order system. Follow up on outstanding corrective actions to ensure timely completion. Maintain accurate records, service logs, inspection reports, vendor visit records, and compliance documentation. Prepare routine status reports and provide updates to the Workplace Solutions Manager regarding service performance and operational issues.

CMMS Administration & Work Order Management Support administration of the site’s Computerized Maintenance Management System (CMMS). Assist with onboarding new users and providing basic system support. Route service requests and work orders to appropriate service providers and facilities personnel. Monitor work order progress and ensure requests are assigned and resolved appropriately. Coordinate with system administrators and CMMS support teams to address system‑related issues.

Site Access & Security Coordination Support basic access control administration activities, including issuance of temporary, replacement, and initial access credentials. Coordinate employee access requirements with security personnel and campus stakeholders. Assist with badge issuance and tracking processes. Serve as a liaison between site occupants and contracted security providers. Support visitor management processes and access‑related inquiries.

Continuous Improvement Identify opportunities to improve workplace services, operational efficiency, cleanliness, and customer satisfaction. Support implementation of process improvements and best practices. Track and report key service metrics, including inspection results, response times, work order performance, and customer concerns. Participate in performance reviews and service improvement initiatives with management and vendors.

Education High School Diploma or equivalent required. Associate degree, technical certification, or coursework in…