Scalence L.L.C. · 17 hours ago
Workplace Operations Coordinator
Palo Alto, CA
Full-time
Onsite
New Grad, Entry LevelScalence L.L.C. is focused on ensuring safe and efficient workplace operations. The Workplace Operations Coordinator will manage day-to-day facilities operations, including invoicing, vendor coordination, and event support, while ensuring an excellent internal customer experience.
Information Technology & Services
Responsibilities
Own daily invoicing workflows for facilities and workplace operations, including collecting quotes, submitting purchase requisitions, and tracking POs through approval and payment
Review invoices for accuracy, coding them to the correct cost centers, resolving discrepancies with vendors, and partnering with Finance/Procurement on any issues
Serve as a primary point of contact for key facilities vendors (janitorial, supplies, maintenance, waste, plants, snacks, etc.), managing day-to-day coordination and communication
Schedule and confirm recurring and one-time services, ensuring work is completed on time and to spec
Track vendor performance and SLAs, documenting issues, escalating concerns to your manager, and supporting contract renewals or changes
Support onsite events and programs, including workplace events, all-hands, trainings, and team activities
Coordinate logistics such as room reservations, setup and teardown, AV requests, signage, and catering orders
Partner with stakeholders and cross-functional teams (e.g., Workplace Operations, Security, IT, Culinary) to ensure smooth, safe, and well-executed events
Conduct regular floor walks to assess cleanliness, organization, and overall site presentation across office, lab, and common areas
Create and follow up on janitorial and maintenance tickets when issues are found, closing the loop once resolved
Support workplace standards and guidelines, ensuring signage, branding, and furniture layouts reflect current needs and expectations
Own supply ordering and replenishment for workplace-related items (office supplies, event supplies, etc.) in alignment with budget and sustainability goals
Monitor inventory levels and adjust par levels based on usage trends and headcount changes
Maintain organized storage areas, labeling, rotating stock, and disposing of obsolete or expired items in coordination with relevant teams
Monitor and respond to incoming facilities/workplace tickets in the designated ticketing system within defined SLAs
Troubleshoot and resolve routine issues directly where possible (e.g., simple equipment resets, small furniture moves, minor workspace adjustments)
Route and escalate complex issues to the appropriate internal teams or vendors, coordinating updates and communicating status back to requesters
Perform regular space audits and occupancy checks to verify seating assignments, room usage, and adherence to planned layouts
Capture and update data on occupancy, headcount, and seat utilization in the appropriate systems, trackers, or floor plans
Identify trends and pain points (e.g., consistently overbooked spaces, underutilized areas) and share findings with Workplace and Space Planning partners
Support moves, adds, and changes, including small seating moves, desk setups, and coordination with IT and Security
Assist with access, badging, and visitor coordination, following established security and safety protocols
Partner cross-functionally with Security, IT, EHS, Culinary, People, and other stakeholders to maintain a safe, functional, and welcoming environment
Qualification
Required
Experience in facilities, workplace operations, office management, hospitality, property management, or a related support role
Strong organizational and time-management skills, with the ability to handle multiple tasks, requests, and deadlines in a fast-paced environment
Attention to detail in invoicing, PO tracking, and documentation, with basic comfort in working with spreadsheets and financial data
Customer-service mindset with clear, friendly, and professional communication skills across all levels of the organization
Ability to work onsite and perform occasional physical tasks (moving supplies, light furniture adjustments, event setup)
A proactive, problem-solving approach, with a willingness to step in, learn quickly, and improve processes over time
Preferred
Experience working in multi-site or lab/technical facilities environments
Familiarity with procurement systems and basic budgeting concepts
Prior experience coordinating events, office moves, or vendor services
Passion for creating an inclusive, welcoming, and sustainable workplace experience
Proficiency with workplace tools and systems, such as ticketing platforms, Google Workspace or Client Office, and communication tools (e.g., Slack/Teams)
Company
Scalence L.L.C.
In today’s dynamic and competitive market, success hinges on mastering three key areas: Data Intelligence, Business Resilience, and Digital Experience.
501-1000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase