Workplace Coordinator

Position Objective

Support workplace operations by delivering exceptional customer experience, managing administrative functions, coordinating facility services, and ensuring operational excellence. This role serves as a critical liaison between employees, vendors, and stakeholders while maintaining high service standards across diverse cultural environments.

Key Responsibilities

Administrative Operations & Customer Service

• Administer employee workstation and parking assignments using digital management platforms, ensuring efficient space utilization and accurate records.
• Provide timely, friendly customer service to employees through ticketing systems, efficiently managing and resolving inquiries while maintaining high satisfaction levels.
• Review and process vendor invoices across multiple countries and currencies, tracking payment cycles and ensuring accurate billing against service agreements.
• Create and maintain comprehensive program documentation including policy documents, email templates, service logs, and records in accordance with local regulations and corporate policies.
• Track program KPIs and deliver regular reports on performance metrics, identifying trends and opportunities for service enhancement.

Stakeholder Engagement & Communication

• Conduct customer-facing virtual events and presentations, ensuring clear communication and high engagement levels across the organization.
• Coordinate with onsite facilitators, internal stakeholders, and external vendors to deliver consistent, high-quality service standards.
• Manage workplace communications regarding facilities updates, changes, maintenance activities, and service announcements.
• Organize monthly employee activities and celebrations, fostering workplace community and engagement.

Facility Operations & Services Management

• Oversee food and beverage services including barista operations, kitchen management, pantry operations, and supply stock replenishment.
• Manage reception and concierge services, ensuring professional first impressions and seamless visitor experiences.
• Coordinate meeting and event support services including room reservations, setup, and catering arrangements for internal and client events.
• Administer conference room management through resource scheduling systems and coordinate room setup to meet user requirements.
• Manage office supplies inventory including stationery, printer supplies, binding materials, and other workplace essentials.
• Oversee media services including satellite systems, audiovisual equipment maintenance, and music streaming platforms.
• Coordinate janitorial services and maintain cleanliness standards throughout the facility.
• Manage pest control programs, scheduling inspections and treatments in accordance with health and safety requirements.
• Oversee comprehensive waste management programs including recycling, shredding, composting, landfill disposal, and hazardous waste handling.
• Coordinate landscaping services for interior plant maintenance and exterior grounds keeping.
• Manage signage programs for interior and exterior wayfinding, branding, and compliance requirements.
• Oversee mail services, shipping operations, and print production coordination.

Vendor & Contract Management

• Liaise with external vendors, managing service contracts, monitoring performance quality, and ensuring compliance with service level agreements.
• Manage client relationship activities including SLA monitoring, SOW compliance tracking, and regular performance reviews.
• Serve as property management liaison for parking coordination, work order processing, lease administration matters, accounting requirements, certificate of insurance tracking, and tenant relations.

Safety, Security & Compliance

• Manage security systems including card access control administration, ensuring authorized access and facility protection.
• Maintain first aid stations and AED equipment, ensuring readiness and compliance with safety regulations.
• Support HSSE initiatives including emergency response planning, statutory compliance requirements, and employee well-being programs.
• Support sustainability initiatives and environmental certifications aligned with corporate ESG goals.

Technology & Systems Management

• Manage work order workflow through CMMS (Computerized Maintenance Management System), tracking requests from submission through completion.
• Coordinate IT support services including printer repair and maintenance, cellular signal boosters, and audiovisual equipment troubleshooting.

Continuous Improvement & Team Support

• Conduct regular facility inspections to identify areas requiring attention, maintenance, or service improvements.
• Identify opportunities to improve operational efficiency and productivity, providing actionable recommendations for program optimization.
• Assist in developing and maintaining facility-related policies, procedures, and standard operating guidelines.
• Support onboarding of new team members and contribute to consistent service delivery across multiple locations.
• Respond to service escalations in fast-paced environments with proactive problem-solving and timely resolution.
• Collaborate with facilities team members to ensure integrated, seamless support for all facility operations.

Requirements

• Education: Bachelor's degree in Business Administration, Facility Management, Hospitality, or related field preferred. Equivalent combination of education and relevant experience will be considered.
• Experience: Minimum 2-3 years of customer service experience required, with demonstrated background in administration, facility coordination, or office operations involving direct client interaction.
• Languages: Bilingual – Spanish and English (fluent), capable of communicating effectively with diverse stakeholders, preparing documentation, and delivering presentations in both languages.
• Technical Knowledge: Basic financial acumen including invoice processing, budget tracking, and payment reconciliation. Proficiency with digital management platforms, ticketing systems, and CMMS software.
• Core Competencies: Excellent written and verbal communication skills with strong customer service orientation. Exceptional organizational and time management abilities to handle multiple tasks across different time zones. Strong problem-solving skills with ability to work effectively under pressure and manage competing deadlines.

Desired Skills

• Experience with integrated workplace management systems (IWMS) and facility management software platforms.
• Familiarity with sustainability practices, LEED operations, or environmental management programs.
• Knowledge of health and safety regulations, emergency response protocols, and compliance requirements.
• Experience coordinating services across multiple locations or in multinational corporate environments.
• Project coordination experience for facility improvements, relocations, or workplace transformation initiatives.

Location: Microcentro, Capital Federal, Buenos Aires, Argentina
Work Schedule: Monday to Friday, 9:00 AM – 6:00 PM
Work Model: On-site