Facilities Coordinator

About the role 

We're looking for a dependable, detail-oriented Site Ops Coordinator to help keep our space running at a high standard. You'll work closely with our Site Operations Lead, owning inventory management, tracking, and purchasing across facilities, furniture, and hardware — while also supporting the broader day-to-day operations of a building that's part office, part research hub, part community anchor. This isn't a back-office role; you'll be a visible, trusted presence in a space where people spend long hours doing demanding work.
This is a great fit for someone who takes pride in well-run spaces, enjoys variety, and wants to grow an operations career in a place where the work genuinely matters.
Outside of the core work hours (M-F 8:30 AM–5:00 PM), this role may also require being onsite some evenings and weekends for events or urgent issues.

Key responsibilities

Inventory & Purchasing Support

• Own inventory management for supplies, furniture, and equipment — tracking stock levels, and usage 
• Own the purchasing process: research vendors, compare quotes, place orders for supplies, furniture, and equipment
• Maintain accurate, up-to-date inventory records
• Flag discrepancies, overages, or supply-chain issues before they become problems

Day-to-Day Facilities Support

• Serve as first point of contact for facilities requests, resolving what you can directly and escalating with context when needed
• Troubleshoot and escalate issues with vendors, building management, or equipment
• Support coordination with the porter team on restocking, tidying, and common area upkeep
• Support physical security operations including access control, camera monitoring, badge issuance, and visitor check-in
• Assist with setup and logistics for research events, workshops, and community gatherings
• Conduct routine space readiness checks across floors — flagging issues and keeping things in good shape for the researchers and teams who rely on them daily

Team Collaboration

• Work closely with the Site Operations Lead and broader operations team
• Track tasks and facilities requests to ensure nothing falls through the cracks in a high-volume environment
• Help document processes and recurring tasks, especially around inventory and purchasing workflows

Skills & experience

• Experience in a workplace coordinator, workplace associate, or similar hands-on operations role
• Direct experience managing inventory and/or purchasing processes — even informally
• Strong organizational skills and ability to manage a high volume of tasks and requests
• Comfortable working in a fast-moving, dynamic environment
• Clear written and verbal communication
• A service mindset; you care about giving users and staff a great experience
• Proficiency with Slack and task management tools; experience with Asana or similar a plus
• Comfort working both independently and as part of a small, collaborative team

You might be a good fit if you:

• Take pride in spaces that feel genuinely well cared for — not just functional, but good to be in
• Enjoy being a reliable presence in a community of people doing important, demanding work
• Like variety and can juggle competing priorities without dropping the ball
• Are hands-on and happy to roll up your sleeves
• Care about AI safety and want your day-to-day work to support it, even if you're not a researcher yourself