Workplace Coordinator

Workplace Coordinator

Position Summary: The Workplace Coordinator ensures a smooth, efficient, and engaging workplace by managing office operations, facilities support, vendor relations, and employee experience initiatives. Reporting to Facilities and a dotted line to Operations, this role focuses on maintaining an organized and functional workspace while collaborating with HR/Operations to foster a positive work environment. This position will provide day-to-day administrative support for applicable business executives.

Responsibilities:

Executive Support

* Provide administrative support for applicable business executives (i.e. calendar management, travel planning, may proofread and edit prepared content, expense reporting, task management support, etc.)

* Responsible for meeting logistics and coordination for virtual and on-site meetings including technology, presentation, preparation and distribution of meeting materials, preparation of meeting spaces, and coordination of catering services.

* Organize, manage, and submit expense reports in a timely manner utilizing Concur.

Office & Facilities Coordination

* Oversee the day-to-day operations of the office, ensuring a clean, safe, and efficient workspace.

* Monitor and manage office inventory, including office supplies and equipment needs.

* Coordinate office seating arrangements and desk allocations when necessary. * Work with facilities and safety teams to ensure compliance with workplace and pharmacy regulations.

* Serve as the primary point of contact for vendors, including maintenance, cleaning services, and supply providers.

* Track vendor contracts, service agreements, etc.

* Assist with invoicing review and budget tracking for office and facility expenses.

Employee Experience & Engagement (In collaboration with HR)

* Help create a welcoming and productive work environment through workplace enhancements.

* Organize and execute office events, celebrations, and initiatives to foster employee engagement.

* Assist with new hire orientation, consisting of badge creation, system access setup, I9 completion, and facility tours.

* Serve as a liaison between new hires and IT/HR/Ops for any additional onboarding needs.

Administrative & Compliance Support

* Handle mail collection and email distribution list updates.

* Ensure compliance with safety, security, and workplace policies.

* Assist in tracking and scheduling safety inspections and emergency preparedness measures.

* Serve as the go-to person for general employee questions and concerns.

* Assist with visitor management (e.g. badge assignment and meeting room coordination).

* Manage office equipment (printers, copiers, etc.) by troubleshooting issues and arranging service calls.

* Collaborate with HR, IT, and Operations teams on projects related to office experience and functionality.

Education and/or Experience:

* High school diploma required; Bachelor's degree preferred

* 2-3 years of experience in an executive assistant or office management role.

* Experience managing vendor contracts, office logistics, and facility needs.

* Problem-solving mindset with a proactive approach to workplace improvements.

* Proficiency in workplace management tools (e.g. O365, Jira, Workday, etc). * Ability to lift/move items (25-50 lbs) as needed for office setup or events (e.g., chairs, supplies).

* Knowledge of basic workplace safety regulations is a plus.

Competencies (Skills and Abilities)

* Ability to juggle multiple projects, priorities and re-prioritize as necessary to align with current business objectives.

* High level of customer service aptitude.

* High level of motivation, self-starter, ability to quickly identify what needs to be accomplished.

* Excellent communication skills and problem-solving abilities.

* Willingness to roll up your sleeves.

* Ability to interact with employees at all levels.

* Well organized and detail-oriented with good follow-up skills.

Location: On-site Phoenix, AZ

We offer the following benefits for you to take advantage of while you are here provided you meet the eligibility requirements under each governing program:

* 401k savings & company match

* Paid time off

* Paid holidays

* Maternity leave

* Parental leave

* Military leave

* Other leaves of absence

* Health, dental, and vision benefits

* Health savings accounts

* Flexible spending accounts

* Life & disability benefits

* Identity theft protection

* Pet insurance

* Sales Positions are eligible for a Variable Incentive

* Certain positions may include eligibility for a short term incentive plan

Covetrus is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.