Workplace Solutions Coordinator

About Us

From commercial office space and manufacturing to multi-site retail portfolios, we manage and support over 1 billion square feet of facilities space for the nation’s leading organizations. We provide comprehensive facility services ranging from mechanical maintenance and self-performed, site-based operations to energy-efficiency upgrades and supplier-managed interior/exterior maintenance.

Job Summary

The Workplace Solutions Site Coordinator is responsible for supporting the daily operations and workplace services functions at a dynamic life sciences and office campus. This position serves as the primary on-site resource for workplace services, ensuring facilities remain safe, clean, compliant, and operational to support research, laboratory, and administrative activities. The Site Coordinator acts as a key liaison between employees, vendors, landlords, security personnel, and facilities teams, coordinating soft services, customer requests, inspections, vendor activities, and workplace projects. The role requires a highly organized, customer-focused professional capable of managing multiple priorities while maintaining exceptional service standards in a regulated life sciences environment.

Essential Duties & Responsibilities

Workplace Operations & Service Delivery - Serve as the primary on-site point of contact for workplace and soft services operations, including janitorial services, mail and courier services, waste and recycling programs, security coordination, site amenities, and general customer service. Support a positive workplace experience by responding promptly to employee and visitor requests. Ensure daily service schedules are completed according to established standards and contractual requirements. Conduct routine workplace inspections and walkthroughs to verify cleanliness, functionality, and overall site readiness. Monitor common areas, conference rooms, break rooms, and shared spaces to ensure a professional and welcoming  environment.

Vendor Coordination & Oversight - Coordinate and oversee third-party vendors performing services on-site, ensuring compliance with contractual obligations, safety requirements, and site procedures.

Monitor vendor performance and identify service gaps or deficiencies. Escalate performance concerns and assist in implementing corrective action plans. Maintain vendor documentation including certificates of insurance, licenses, training records, and compliance paperwork. Support vendor access, scheduling, and communication activities.

Site Inspections, Documentation & Reporting - Conduct routine inspections of assigned facilities and workplace areas. Identify deficiencies and initiate work orders or service requests through the CMMS/work order system. Follow up on outstanding corrective actions to ensure timely completion. Maintain accurate records, service logs, inspection reports, vendor visit records, and compliance documentation. Prepare routine status reports and provide updates to the Workplace Solutions Manager regarding service performance and operational issues.

CMMS Administration & Work Order Management - Support administration of the site's Computerized Maintenance Management System (CMMS). Assist with onboarding new users and providing basic system support. Route service requests and work orders to appropriate service providers and facilities personnel.

Monitor work order progress and ensure requests are assigned and resolved appropriately. Coordinate with system administrators and CMMS support teams to address system-related issues.

Site Access & Security Coordination - Support basic access control administration activities, including issuance of temporary, replacement, and initial access credentials. Coordinate employee access requirements with security personnel and campus stakeholders. Assist with badge issuance and tracking processes. Serve as a liaison between site occupants and contracted security providers.

Support visitor management processes and access-related inquiries.

Continuous Improvement -  Identify opportunities to improve workplace services, operational efficiency, cleanliness, and customer satisfaction. Support implementation of process improvements and best practices. Track and report key service metrics, including inspection results, response times, work order performance, and customer concerns. Participate in performance reviews and service improvement initiatives with management and vendors.

Qualifications

Education

(HS Diploma, Under/Graduate Degree, etc.)

High School Diploma or equivalent required. Associate degree, technical certification, or coursework in Facilities Management, Business Administration, Operations, or related field preferred.

Business Experience

(prior years work/related experience)

Minimum of two (2) years of experience in facilities operations, workplace services, soft services coordination, or related support roles. Experience supporting life sciences, pharmaceutical, biotechnology, healthcare, or laboratory facilities strongly preferred. Working knowledge of janitorial services, waste management programs, vendor coordination, and workplace operations.

 

Licenses/Certifications

Professional certifications or training such as:

OSHA 10 or OSHA 30, First Aid/CPR Certification, FROL Certification

IFMA Facility Management Professional (FMP), Other facilities- or safety-related credentials

Language Skills

Ability to read and interpret documents such as safety rules, operating maintenance instructions and procedure manuals.  Ability to write routine reports and correspond accordingly.  Ability to speak effectively before groups of customers or employees of an organization.

Technical Qualifications & Skills

Experience working within regulated environments, including GLP, GMP, biotechnology, pharmaceutical, or research facilities.

Familiarity with contamination control, laboratory support services, and regulated waste handling practices. Experience utilizing CMMS platforms, facility inspection software, or vendor management systems.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is occasionally exposed to moving mechanical parts; high, precarious places; fumes or airborne particles; toxic or caustic chemicals; outside weather conditions; extreme cold; extreme heat; risk of electrical shock; explosives; risk of radiation and vibration.

The noise level in the work environment is usually moderate.

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

Affirmative Action Policy

Please review our Affirmative Action Policy.

Notice to Prospective Employees

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR’s normal application process – it is probably fraudulent.

Geographic Disclosure

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