HQ Workplace Coordinator

What you can expect

The HQ Workplace Coordinator supports daily workplace operations by coordinating facility maintenance, administering workplace processes, and ensuring consistent front desk coverage and service standards. This role ensures smooth workplace functionality by monitoring facility services, supporting employees and visitors at the front desk, coordinating vendors, and maintaining accurate operational records.

Responsibilities

• Providing consistent, professional front desk coverage during core business hours. Serving as the primary point of contact for employees, visitors, and vendors. Greeting guests, managing visitor check-in processes, and ensuring adherence to security protocols. Maintaining front desk presentation standards and ensure lobby areas remain organized and welcoming. Training and onboarding new coordinators or temporary coverage staff on front desk procedures. Maintaining and update front desk operating procedures to ensure consistent service delivery.Coordinate coverage schedules to ensure no service gaps during PTO or absences.

• Scheduling routine maintenance tasks and inspections according to preventive maintenance schedules. Monitoring and documenting facility service requests using standard tracking systems. Serving as liaison with Property Management to communicate issues, coordinate repairs, and follow up on open items. Coordinating vendors to ensure timely resolution of workplace issues.

• Processing workplace service requests and coordinate delivery of supplies and services. Tracking snack and beverage inventory levels and place orders aligned to office attendance and events. Maintaining organized storage areas and accurate inventory records. Supporting weekly meal coordination and workplace hospitality needs.

• Conducting basic safety inspections using standardized checklists and report findings. Maintaining compliance documentation according to established procedures. Monitoring visitor management and process badge access requests in line with security protocols.

• Gathering occupancy data and update space utilization records. Supporting workspace changes and seating updates through vendor and stakeholder coordination. Maintaining accurate workplace documentation and records.

• Tracking vendor activity and support invoice submission and documentation. Compiling facility metrics into standard reporting templates. Maintaining organized records of workplace procedures and updates.

About the Team

The Workplace team designs, delivers, and operates environments that help Zoomies do their best work. The team manages the full in-office experience, from space planning, operations, workplace services, and safety to employee experience, vendor partnerships, and workplace strategy. They ensure our offices are welcoming, efficient, and aligned with how we work.

What we’re looking for

• 5+ years of relevant experience in workplace coordination.

• Foundational knowledge of facility maintenance and preventive maintenance scheduling.

• Experience in front desk, office coordination, or hospitality environments.

• Familiarity with workplace safety and compliance requirements.

• Excellent organizational skills and attention to detail.

• Ability to manage multiple operational priorities in a quick HQ environment.

• Clear, professional communication skills.

This is an on-site role at our San Jose, CA location.

Salary Range or On Target Earnings:

Minimum:

Maximum:

In addition to the base salary and/or OTE listed Zoom has a Total Direct Compensation philosophy that takes into consideration; base salary, bonus and equity value.

Note: Starting pay will be based on a number of factors and commensurate with qualifications & experience.

We also have a location based compensation structure;  there may be a different range for candidates in this and other locations

At Zoom, we offer a window of at least 5 days for you to apply because we believe in giving you every opportunity. Below is the potential closing date, just in case you want to mark it on your calendar. We look forward to receiving your application!

Ways of Working
Our structured hybrid approach is centered around our offices and remote work environments. The work style of each role, Hybrid, Remote, or In-Person is indicated in the job description/posting.

Benefits
As part of our award-winning workplace culture and commitment to delivering happiness, our benefits program offers a variety of perks, benefits, and options to help employees maintain their physical, mental, emotional, and financial health; support work-life balance; and contribute to their community in meaningful ways. Click Learn for more information.

About Us
Zoomies help people stay connected so they can get more done together. We set out to build the best collaboration platform for the enterprise, and today help people communicate better with products like Zoom Contact Center, Zoom Phone, Zoom Events, Zoom Apps, Zoom Rooms, and Zoom Webinars.
We’re problem-solvers, working at a fast pace to design solutions with our customers and users in mind. Find room to grow with opportunities to stretch your skills and advance your career in a collaborative, growth-focused environment.

Our Commitment​

At Zoom, we believe great work happens when people feel supported and empowered. We’re committed to fair hiring practices that ensure every candidate is evaluated based on skills, experience, and potential. If you require an accommodation during the hiring process, let us know—we’re here to support you at every step.

If you need assistance navigating the interview process due to a medical disability, please submit an Accommodations Request Form and someone from our team will reach out soon. This form is solely for applicants who require an accommodation due to a qualifying medical disability. Non-accommodation-related requests, such as application follow-ups or technical issues, will not be addressed.