Senior Workplace Services Coordinator in Pleasanton, California at Hively

The Opportunity

Reporting to the Sr. Manager, Workplace Services, the Sr. Workplace Services Coordinator plays a key role in creating safe, functional, and welcoming environments for Hively employees, families, and community partners. This hands-on position is responsible for the day-to-day operation, maintenance, and improvement of Hively's office locations throughout Alameda County. If you enjoy solving problems, building and fixing things, coordinating projects, and making spaces better for others, this is the role for you.

This is a highly cross-functional position that partners with staff across the organization while supporting Hively's five office locations in Pleasanton, Livermore, Oakland, San Leandro, and Fremont. Travel between office locations is a regular part of this role.

• Coordinate workplace operations and facilities projects across Hively's office locations, including maintenance, repairs, office improvements, furniture installations, office moves, and preventative maintenance.

• Oversee the office snack, beverage, and office supply inventory, maintaining budgets and vendor relationships.

• Assist with onboarding new hires through office tours, desk setup, access passes, and workplace orientation materials.

• Source, purchase, assemble, configure, and maintain workplace furniture across all sites, ensuring ergonomic standards and functional layout design.

• Lead small workplace and facilities projects and vendor engagements while partnering with internal teams, contractors, property managers, and service providers to ensure successful execution.

• Anticipate facilities issues, operational risks, and project blockers, proactively developing practical solutions to minimize disruption to staff and business operations.

• Respond to workplace service requests by troubleshooting and resolving issues involving furniture, lighting, doors, locks, appliances, office equipment, and other building-related infrastructure.

• Perform routine workplace inspections to identify maintenance needs, safety concerns, and opportunities to improve the employee experience.

• Assist with basic workplace technology support, including workstation setup, monitor installations, conference room technology, printers, and other office devices.

• Maintain inventory of workplace furniture, maintenance supplies, tools, equipment, and technology assets.

• Support employee meetings, events, trainings, and community events through room setup, logistics, and on-site operational support.

• Partner with the Sr. Workplace Services Manager to ensure compliance with safety regulations, emergency preparedness procedures, and organizational standards.

• Build collaborative relationships across departments while providing exceptional service to employees, visitors, vendors, and community partners.

• Foster a workplace culture that is welcoming, inclusive, safe, and aligned with Hively's values.

• Perform other duties as assigned.

• 5+ years of experience in facilities management, workplace services, commercial property operations, building maintenance, or a related field.

• Demonstrated ability to independently manage multiple priorities while balancing competing operational demands.

• Experience coordinating projects, establishing milestones, communicating progress, and keeping stakeholders informed throughout project lifecycles.

• Strong problem-solving skills with the ability to anticipate issues, remove obstacles, and develop practical solutions.

• Experience coordinating vendors, contractors, and cross-functional partners to successfully complete workplace initiatives.

• Comfortable performing minor building repairs and using common hand and power tools.

• Strong understanding of commercial office environments and building systems.

• Excellent communication and customer service skills with a collaborative, service-oriented mindset.

• Strong organizational skills with the ability to manage multiple projects simultaneously.

• Ability to prioritize work independently while exercising sound judgment and knowing when to escalate issues.

• Comfortable learning and troubleshooting workplace technology.

• Proficiency with Google Workspace and Microsoft Office.

• Valid California driver's license with a clean driving record.

• Comfortable driving throughout Alameda County to support multiple office locations.

• Ability to lift and move up to 50 pounds and occasionally work evenings or weekends to support office moves, special events, or urgent operational needs.

• You enjoy solving problems and aren’t afraid to roll up your sleeves.

• You notice when something isn't working and take initiative to fix it.

• You thrive in environments where every day is different and enjoy balancing hands-on work with project coordination.

• You take pride in creating workplaces that are safe, organized, and welcoming for everyone.