Workplace & Facilities Coordinator

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.

The Role We are seeking a Workplace & Facilities Coordinator to manage our front desk operations, oversee daily facility needs, and support onsite team experiences at our Sunnyvale lab. Partnering closely with our Workplace Operations Specialist, this role serves as the primary day-to-day liaison with building property management, maintenance vendors, and internal teams.

Your responsibilities are focused across three core areas: managing front desk reception and visitor check-in (40%), coordinating facility tickets, building maintenance, and vendor visits (40%), and supporting team catering, office supplies, and internal event coordination (20%). The ideal candidate brings a high-touch customer service mindset, sharp organizational skills, and thrives in a vibrant, hands-on workplace environment.

Location: Sunnyvale, CA (Onsite) | Employment type: Full-time, hourly, non-exempt

Key Responsibilities 1. Front Desk & Guest Experience (Approx. 40%)

• Reception & Hosting: Manage the front desk during core business hours, warmly greeting employees, guests, candidates, and visiting partners.

• Visitor Access & Security: Manage visitor check-in, issue building/suite badges, ensure visitor NDAs/logs are maintained, and coordinate with internal meeting hosts.

• Deliveries & Mail Distribution: Receive, log, sort, and distribute all incoming mail and packages (FedEx, UPS, USPS); coordinate outgoing shipments and couriers.

• Front-of-House Standards: Keep reception, the lobby, and client-facing conference rooms neat, stocked, and visitor-ready at all times.

2. Facilities & Property Management Coordination (Approx. 40%)

• Property Management Liaison: Act as the day-to-day point of contact for building property management; submit, track, and follow up on building maintenance requests, HVAC adjustments, janitorial needs, and parking/access badge requests.

• Vendor & Maintenance Coordination: Escort and oversee onsite service vendors (shredding, plant maintenance, plumbing, electrical, appliance repair, janitorial deep cleans).

• Facility Upkeep & Walkthroughs: Perform regular walkthroughs of office suites, conference rooms, breakrooms, and print stations to proactively identify repairs, safety hazards, or replenishment needs.

• Workplace Specialist Partnership: Partner directly with and support our Workplace Operations Specialist on space planning, desk allocations, office moves, minor furniture assembly/reconfiguration, and facility enhancements.

3. Team Coordination, Events & Office Admin (Approx. 20%)

• Team Event & Lunch Coordination: Coordinate daily/weekly team catering, manage setup and cleanup for lunches, and assist with planning lab social gatherings, happy hours, and celebrations.

• Supplies & Kitchen Stocking: Monitor inventory and coordinate orders for office supplies, breakroom snacks, coffee/beverages, and kitchen essentials.

• Operational & Meeting Support: Assist with conference room AV setup, meeting room turnarounds, and provide general operational support across the People & Operations team as business needs arise.

Requirements • Experience: 2–4 years of experience in office administration, front desk coordination, facilities coordination, or hospitality/guest services.

• Facilities Coordination: Practical experience interacting with commercial property managers, submitting building maintenance tickets, and managing facilities service vendors.

• Customer Service Orientation: Welcoming, approachable demeanor with strong interpersonal and clear written communication skills.

• Organization & Problem-Solving: High attention to detail with the ability to balance walk-in visitor needs alongside facilities tickets and scheduled tasks.

• Technical Skills: Proficiency with Microsoft 365 (Outlook, Word, Excel); comfortable learning facility ticketing, visitor management, or badge systems.

• Physical Requirements: Ability to perform daily office walkthroughs, receive and move delivery boxes (up to 25–30 lbs), and assist with event/room setups.

• Education: Associate or Bachelor's degree preferred (or equivalent practical experience).

Compensation $80,000 – $90,000/year + discretionary performance bonus + benefits This is an hourly, non-exempt position eligible for overtime in accordance with applicable law. The posted range reflects the annualized equivalent of the hourly rate. The posted salary range represents the company’s good faith estimate of the base compensation for this position upon hire. The actual base compensation offered may vary within this range depending on individual qualifications, including but not limited to relevant skills, experience, education, certifications, and specific business needs. In addition to base salary, total compensation includes an annual discretionary performance bonus and comprehensive benefits. Benefits Include Comprehensive medical, dental, and vision benefits Bonus 401K Plan Generous paid time off, sick leave and holidays Paid Parental Leave Employee Assistance Program Life insurance and disability Visa sponsorship is not available for this position.