Address
Form of work
SalaryJob Title: Workplace Experience Coordinator
Department: Office Administration
Home Partners of America, a Blackstone portfolio company, provides paths to homeownership for people who might not otherwise have one, empowering thousands of households to choose quality single-family homes with transparent, locked-in pricing and the power to rent, buy, or walk away with no hidden fees and no strings attached. Today, we offer a range of leasing options to give more people a chance to live in great communities across the U.S., as well as complementary services to help our residents strengthen their credit and navigate the homebuying process.
At HPA, our mission is to "Enrich the lives of the people we serve, one home at a time. Helping more people get into great homes, in the neighborhoods they love, is inspirational, our business model is unique and innovative, and our resident-led approach is closely connected to our Values:
Be a Good Neighbor
At our core, we are dedicated to making a lasting, positive impact on the world. It's a commitment to our mission, our residents, and each other. We treat others with respect and embrace sustainable and inclusive practices that benefit everyone we serve.
Go the Extra Mile
For us, it’s all about our residents. We give our work everything we’ve got and rigorously pursue excellence. We also champion a culture of continuous improvement to always help each other be better today than yesterday.
Do the Right Thing
We lead each day with purpose and adhere to the highest ethical and professional standards. Integrity is our compass—we are committed to honesty, transparency, and accountability in everything we do.
We are tremendously proud of our programs and the positive impact we have on our residents and communities.
Your Role
As an essential role within the organization, the Workplace Services Coordinator is responsible for the efficient day-to-day functions of facilities operations. The Workplace Services Coordinator will maintain and introduce organizational efficiencies, enforce policies and procedures, manage facilities, conduct administrative tasks, and foster a welcoming office experience. This position resides in our Chicago office and will be required to work on-site. The Workplace Services Coordinator will be based out of the Chicago office and is responsible for supporting and managing workplace operations, alongside the Chicago Workplace Team. The right candidate for this position has 3-5 years of experience in a professional corporate setting, is a self-starter, reliable, proactive thinker, organized, has strong communication skills, and is a team player. This position reports to the Sr. Manager, Workplace Experience. This role is an in-office role Monday-Friday.
What will you be doing
Responsibilities/Key Objectives
Customer Service and Communication:
- Greet employees, clients, and visitors, issue visitor passes and validate guest registration.
- Maintain open communication with the Workplace team.
- Provide excellent customer service to employees.
Facilities Management:
- Handle building service requests via phone and work order system
- Manage floor plans and desk assignments using workplace software.
- Submit janitorial and maintenance work orders and address issues with appropriate partners.
- Utilize the building management system to resolve daily maintenance issues.
- Organize and maintain the physical space, including cafe areas, kitchen equipment, collaborative spaces, office supplies, and storage rooms.
- Perform light handiwork and use tools to assemble, disassemble, and maintain office furniture and accessories.
- Conduct daily rounds to inspect the office space, paying attention to furniture repair, structural concerns, cleanliness, and maintenance.
Office Operations:
- Support the Workplace team management and lead workplace-related items for the Chicago office and other locations as needed.
- Support team members with supply ordering, reception phone calls, mail/packages, and office cleanliness
- Prepare special outgoing inter-office pouches sent to client affiliates as scheduled (if applicable).
- Coordinate and set up rooms for special events.
- Oversee reception desk support, partner with management and building security, and manage the special events calendar.
- Manage the workplace software system and execute tasks assigned to workplace requests.
Vendor Coordination:
- Coordinate and support delivery of workplace services, including concierge, reception, switchboard, and room management.
- Manage pantry needs and work directly with vendors of workplace pantry needs.
- Manage vendor management, ensuring contract fulfillment and compliance with company policies and obligations.
- Serve as the point of contact for vendors and contractors for facilities, including day porters, technicians, and shipping/receiving.
Mail and Package Handling:
- To meet client and vendor deadlines, package and process outgoing overnight items, i.e. Federal Express, UPS, etc.. Deliver incoming overnight packages within established timeframes.
- Wrap, seal, weigh, affix postage, and dispatch all outgoing mail/packages by postal regulations.
- Receive, sort, and deliver all incoming mail packages according to assigned floors and within established timeframes.
Event Planning and Coordination:
- Collaborate with ERGs and departments to plan corporate-wide events and programming.
- Coordinate onsite events and company-wide meals/catering
Employee Support:
- Assist in new hire onboarding, including desk setup and office orientation, including employee offboarding.
- Uphold workplace policy and procedures among employees.
Security Management/ Emergency Response:
- Manage badge access to corporate offices and analyze badging security reports.
- Follow security and emergency procedures and respond to emergencies efficiently.
Continuous Improvement:
- Identify areas of improvement to align the Workplace experience with company culture.
Applicants holding a real estate license will need to have their license assigned to one of the company’s brokerages after 30 days of employment.
What we look for
Qualifications
- Preferred 3+ years of experience in Customer Service, Hospitality, Office, or related reception roles.
- Advanced proficiency in Microsoft Office tools (Outlook, Word, Excel, Teams, and PowerPoint) and zoom.
- Capability to manage sensitive information with utmost integrity and confidentiality.
- Detail-oriented, self-motivated, and adept at working effectively under pressure.
- Highly organized, demonstrating strong multi-tasking and time-management skills.
- Dedication to fostering a diverse, equitable, and inclusive workplace.
- Outstanding communication skills, both written and verbal.
We encourage you to apply even if you don’t meet all of the qualifications!
A Little More About Us
At Home Partners, we celebrate diversity, foster collaboration, ignite creativity, and value the significance of our work. We seek exceptional individuals who take pride in making a positive impact and share our passion to be a good neighbor, go the extra mile and do the right thing. For more information, please visit www.homepartners.com.
Perks/Benefits
We offer premier healthcare at affordable rates and access to 401K. Here are some amazing benefits you may not find anywhere else!
- Mental wellness resources through Headspace & Ginger, pet insurance, adoption assistance program, compassion leave and eldercare/special needs
- 33 paid days off to start (which includes PTO, holidays, and personal days)
- Hybrid working environment
EEOC Statement
Home Partners of America and Pathlight Property Management are Equal Opportunity Employers and prohibits discrimination and harassment of any kind. All employment decisions including the decision to hire, promote, discipline or discharge are based on business needs, job requirements and individual qualifications without regard to race, color, religion or belief, sex (including pregnancy, gender identity or sexual orientation), national origin, age, disability status, genetic information, veteran or any other status protected by the laws or regulations in the locations in which we operate.
