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Open nowPosted 46 hours agoWe saw it 111 min after it went up

Workplace & Facilities Coordinator

Institute of Foundation Models47 open roles

Pay
$80,000 – $90,000 a year
Where
Sunnyvale, CA
Work mode
On site
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Your applicationOpen nowWorkplace & Facilities CoordinatorInstitute of Foundation Models · Sunnyvale, CA

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The clock on this job

Early applications get read.

12.3% of postings close within 7 days. Measured by our own scanner across the market. Institute of Foundation Models postings stay open a median of 7 days.

Share of postings closed within
  1. 2.1%1 day
  2. 4.5%3 days
  3. 12.3%7 days
  4. 19.3%14 days
  5. 35.6%30 days
  6. 57.8%60 days
This job: posted 46 hours ago

Institute of Foundation Models median: 7 days open

The posting

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

Key Responsibilities

  • 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.
  • 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.
  • 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).

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

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