Facilities Specialist

Job description

**About the Institute of Foundation Models** We are a dedicated research lab for building, understanding, using, and risk-managing foundation models. Our mandate is to advance research, nurture the next generation of AI builders, and drive transformative contributions to a knowledge-driven economy. As part of our team, you’ll have the opportunity to work on the core of cutting-edge foundation model training, alongside world-class researchers, data scientists, and engineers, tackling the most fundamental and impactful challenges in AI development. You will participate in the development of groundbreaking AI solutions that have the potential to reshape entire industries. Strategic and innovative problem-solving skills will be instrumental in establishing MBZUAI as a global hub for high-performance computing in deep learning, driving impactful discoveries that inspire the next generation of AI pioneers. ### Position Summary We are seeking a highly organized and proactive Workplace Operations Coordinator to be the backbone of our office. This role is crucial for ensuring the smooth daily operations of our organization by managing a wide range of administrative, financial, and people-focused tasks. The ideal candidate is a detail-oriented professional with excellent communication skills who can handle confidential information with discretion and positively influence our company culture. ### Key Responsibilities **Facilities Operations & Property Management** - Property Management Contact: Serve as the primary onsite tenant liaison for building management, submitting maintenance work orders, building access requests, and parking updates. - Access Control Administration: Manage employee access control and badge systems with building management, including new hire provisioning, parking permissions, offboarding deactivations, and security audits. - Janitorial & Day Porter Oversight: Oversee janitorial and day porter services, maintaining clear scopes of work and service expectations while adjusting duties as workplace needs evolve; monitor service quality, address gaps, and coordinate with vendors to ensure consistent upkeep and cleanliness. - Onsite Vendor & Work Escort: Provide suite access for service contractors (HVAC, maintenance, handymen), ensure completed work meets company standards, and collect/maintain vendor Certificates of Insurance (COIs). - Space Planning & Upkeep: Conduct regular floor walkthroughs to maintain space functionality, manage seating charts and desk assignments, coordinate physical desk moves, and oversee office freight/deliveries. - Meeting Room & Tech Readiness: Ensure conference rooms and collaborative spaces are organized, fully functional, and ready for use; collaborate with IT to troubleshoot in-room AV issues. **EHS, Safety & Emergency Coordination** - First Responder & Inspector Point of Contact: Serve as the designated on-site contact for the local fire department, building safety inspectors, and emergency personnel during inspections, drills, and incidents. - OSHA & Safety Compliance: Ensure the workplace complies with OSHA and local safety codes, maintaining clear egress routes, accessible fire extinguishers, proper safety signage, and proactive hazard mitigation. - Emergency Preparedness: Maintain and stock first-aid stations, coordinate fire and evacuation drills, update emergency action plans, and lead office emergency response readiness. - Ergonomics & Facilities Support: Conduct ergonomic workspace setups, address individual employee physical adjustments, and support hands-on facilities troubleshooting. **Employee Workplace Support & Swag** - Onboarding & Offboarding Support: Coordinate workplace-related onboarding and offboarding activities, including workspace readiness, badge handoffs, welcome materials, parking, and the collection/return of workplace property. - Day-to-Day Workplace Support: Serve as a primary resource for employee workplace needs, including access, parking, workspace concerns, office amenities, supplies, and general facilities requests, coordinating resolution with the appropriate teams or vendors. - Workspace & Employee Experience: Support seating assignments and other onsite employee needs while helping maintain an organized, functional, and welcoming workplace. - Marketing Swag & Inventory: Manage vendor ordering, inventory, and budget tracking for branded merchandise, and assemble welcome kits for new hires, client visits, and company events. **Food Program, Events & Workplace Culture** - Workplace Food Program: Own daily food operations, including recurring team lunches, DoorDash orders, dietary accommodations, delivery logistics, buffet setup, and dining area cleanup. - Kitchen & Snack Vendor Management: Manage micro-kitchen and pantry vendors, oversee inventory replenishment, track snack/beverage budgets, and ensure kitchens and coffee stations remain fully stocked, clean, and organized throughout the day. - Events & Socials: Plan and execute internal team gatherings, happy hours, offsites, hackathons, holiday parties, and lab milestone celebrations from initial logistics through teardown. ### Qualifications & Requirements - Experience: 5+ years of experience in workplace coordination, facilities management, or office operations. - Facilities Background: Prior background or working knowledge in facilities maintenance, building systems, or property management coordination. - Compliance & Safety: Familiarity with OSHA standards, Certificates of Insurance (COIs), and safety compliance; experience interfacing with local fire departments or safety inspectors. - Process & Tool Savvy: Experience managing intake forms, workplace surveys, and ticketing systems (e.g., Google Forms/Workspaces, Slack, teams). - Event & Swag Coordination: Proven ability to organize office events, coordinate corporate catering/DoorDash orders, and manage vendor purchasing for branded merchandise. **Academic****Qualifications** - Education: A bachelor’s degree in business, Admin or a related field is preferred. **Professional****Experience** Minimum of 5 years of experience in an office, facilities, or administrative role. **Preferred Skills** - Exceptional organizational skills and a high level of attention to detail. - Detail & Organization: Exceptional organizational skills and a high level of attention to detail. - Communication: Strong written and verbal communication skills across all levels of the organization. Collaboration Tools: Deep proficiency with Slack (including Slack channels, workflows, and integrations), Zoom, and Microsoft Teams. - Software & Systems: Proficiency with financial software, Microsoft Office Suite (especially Excel), and Google Workspace. - Resourcefulness: A proactive and resourceful mindset with the ability to manage multiple priorities in a fast-paced environment. - Culture Builder: A natural collaborator who enjoys building a positive team culture and fostering workplace community.