Your Role:

The role of workplace services coordinator is to assist with the daily operations for the HQ and international offices of Tenable. This role acts as the point of contact for questions regarding office utilization, monitoring ticketing queue and assigning tickets as necessary. The position is responsible for the annual renewal of operations purchase orders and monthly reconciliation of utility bills for multiple locations. The role is responsible for updating floor plans for each Tenable location and tracking new hire additions or termination departures.
Your Opportunity:

• Coordinate Globally to ensure consistent service levels are provided for snacks, coffee, etc.
• Review HQ Breakrooms/snacks/refreshments are replenished per our standards, and ensures machines are in a working manner & coordinating with FM / Vendor as necessary
• Manages HQ Office Events & Meeting rooms
• Meets regularly with EA's, Admins & others to understand upcoming office events and major in-office meetings; overall oversite of events, manages scheduling conflicts
• Coordinating after hours staffing, assisting with Penthouse bookings, managing/coordinating set-up/clean-up, furniture configuration, etc.
• Develop long and short-term strategic building occupancy plans
• Manages & Reviews Service Contracts
• Develop vendor cost estimates and analyze contractor proposals as required
• Negotiate contracts and ensure all contractors comply with terms and conditions
• Building Service Oversite, ensuring services are provided according to the lease
• Reviews existing contracts to align services globally and to ensure we are receiving competitive pricing
• Shipping & Receiving Management
• Document / Waste Disposal Management
• Office/Kitchen/Catering Supplies management
• Coordinate with office managers at global office locations in regards to office services requests
• Promoting workplace safety, environmental practices, waste reduction opportunities, sustainability, and energy conservation initiatives. Work with Facilities Management & HR to Implement and maintain Company standards for hygiene, health and safety
• Reviews furniture requests and works with team & HR to determine appropriate solutions
• Identifies areas for improvement related to furniture solutions & across all services; Fostering a collaborative workplace culture
• Global Office Communications
• Document departmental updates and provide updates
• Office Move Coordination
• Assists with presentations, reports, office surveys, heat maps & space plans
• Project Management Assist in coordination of global office relocations
• Coordinate termination & transferring of service contracts i.e. Utilities, cleaning, mail forwarding, etc.
• Update Office Insurance & complete insurance workbook
• Building Signage, graphics, Office Branding
• Office Services Budgeting & Forecasting
• Assist Finance in regards to tracking/reviewing expenditures

What You'll Need:

• Understanding of building operations including mail room, access control, and some general purchasing experience
• •At least two years experience as a receptionist or equivalent role with demonstrated visitor management responsibilities
• Experience with a service ticket management system would be preferred
• This is a position that requires the employee to be in office with limited opportunities for remote work with supervisor approval
• The employee should be able to walk and stand for extended periods of time.
• Employee should be able to lift 25lbs without assistance

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