Workplace Services Coordinator

Job Type: Location Type: On-site

 

Woven by Toyota is the mobility technology subsidiary of Toyota Motor Corporation. Our mission is to deliver safe, intelligent, human-centered mobility for all. Through our Arene mobility software platform, safety-first automated driving technology and Toyota Woven City – our test course for advanced mobility – we’re bringing greater freedom, safety and happiness to people and society.

Our unique global culture weaves modern Silicon Valley innovation and time-tested Japanese quality craftsmanship. We leverage these complementary strengths to amplify the capabilities of drivers, foster happiness, and elevate well-being.

Team

The Workplace Services Coordinator plays a crucial role in ensuring Woven by Toyota employees and visitors have a fantastic experience in the office. This is accomplished by overseeing the highly efficient delivery of office services such as food and beverage, office supplies, shipping and receiving, and events. Close collaboration with fellow US/UK department team members is imperative for consistency across all Woven by Toyota offices.

Responsibilities:

• Provide administrative and systems support to the US/UK Corporate Real Estate and Workplace Services team (CREWS).
• Support employees and assist with any office needs such as maintenance, shipping, office supplies, office equipment, etc.
• Serve as the local main point of contact for all employee questions and concerns.
• Oversee the smooth operation of the daily lunch program and report issues to the caterer.
• Meticulously manage the inventory and ordering of all food and beverage and office supplies, ensuring employees do not experience a shortage.
• Conduct frequent facility walk throughs during the workday to discover and correct any issues before our employees report them.
• Pantry refrigerators, shelves, and bins are fully stocked.
• Coffee micro-bars are clean and fully stocked.
• Conference rooms are in order and operational.
• Notify the Day Porter of any janitorial needs.
• Accept and manage mail and package distribution.
• Fulfill shipping requests by creating FedEx labels.
• Coordinate in-office events such as socials, holiday celebrations, and All-hands meetings
• Provide support for on-site team meeting set-ups, catering, and clean-up,
• Record and track all department expenses.
• Maintain up-to-date labeling of all offices and conference rooms.
• Monitor and assign incoming workplace service and facilities tickets for the US/UK team.
• Ensure US/UK CREWS intranet content is always up to date.
• Other duties as required.

Requirements:

• Experience: Minimum of 3+ years working in a fast-paced office environment. H.S. Diploma plus some college. Prior experience in customer service, office management, hospitality, or operations preferred.
• Flexibility: Ability to adapt to shifting priorities and handle multiple tasks efficiently in a dynamic environment. Light travel to various sites is expected.
• Soft Skills: Excellent attention to detail and organization skills, with strong communication and interpersonal skills, a customer service mindset, as well as collaboration and teamwork spirit.
• Task Management: Capable of prioritizing tasks and responsibilities effectively. Ability to build relationships across departments, work collaboratively, and manage conflict constructively.
• Proactive Self-Starter: Ability to identify areas needing improvement or additional support and take appropriate action with little guidance.
• Interpersonal Skills: Skilled at interfacing with all levels of staff, building ownership, and coordinating with vendors.
• Technical Proficiency: Proficient in the Google platform, and Microsoft Word, Excel, and PowerPoint.
• Cultural Fit: Strong alignment with our mission, vision, and values.
• Physical Requirements: Ability to lift up to 30.

WHAT WE OFFER

We are committed to creating a modern work environment that supports our employees and their loved ones. We offer many options of the best programs to allow you to do your most meaningful work and to help you shape the future of mobility.
• Excellent health, wellness, dental and vision coverage
• A rewarding 401k program
• Flexible vacation policy
• Family planning and care benefits

Our Commitment
• We are an equal opportunity employer and value diversity.
• Any information we receive from you will be used only in the hiring and onboarding process. Please see our privacy notice for more details.