Workplace Operations Coordinator

This position will work within the global Real Estate and Workplace Services team (REWS). As a member of the San Francisco Real Estate & Workplace Services team, you will interchangeably work independently and with an experienced, cross-functional team to manage and successfully execute multiple ongoing tasks and projects supporting the physical workplace demands for our North American Studios. The ideal candidate will be an exceptional communicator, highly organized, detail oriented, self-motivated, and possess a well demonstrated ability to respond effectively to changing workloads and priorities. A positive attitude with the ability to think outside of the box will be critical in this dynamic, collaborative, creative, ever-changing, and sometimes ambiguous environment. Dropbox was founded on the principles of doing business responsibly, honestly and ethically. We are committed to working with the highest standards of integrity while promoting and maintaining exceptional quality of service both virtually and in-person at Dropbox Studios. Dropbox Studios are collaborative spaces where employees gather for in-person team meetings, large group events, and community building.  These spaces are instrumental in how we drive community and culture every day in our Virtual First experience. This role will lead the people and functions that make up the Facilities team, to include Building Engineering services, Facilities & Event services, Subtenant services, Mailroom, Janitorial operations and will report to the Head of Workplace.  

Team Management

• Manage and oversee the general Studio Facilities Operations in NAMER & all contracted facilities personnel
• Take a leading contributory role in the development and implementation of strategies, policies, management systems, and procedures for the improvement of the Workplace team
• Ensure Key Performance Indicators (KPI’s) are being met on a quarterly basis by the contracted facilities services team
• Drive NAMER facilities personnel vendor procurement, contract negotiations and performance management; including but not limited to defining SLAs, KPIs and QBR processes

Operations

• Assist with collaboration between cross functional partners to ensure the smooth operation of our San Francisco and Seattle Studios
• Maintain strong cross-functional partnerships across the REWS team by communicating goals, wins and opportunities to maximize safe and clean work environments
• Studio Facilities Operations: Act as a Facilities liaison for subtenants for building engineering support; Consult and make recommendations on the facilities systems and controls, including HVAC, Lighting, plumbing systems, and cleaning procedures, etc.; Vendor/Subtenant Management
• Monitor, respond to, and execute tickets through work order system to ensure assignment and completion of tickets as needed while meeting SLAs
• Provide stellar and compassionate customer service to employees raising facilities concerns and requests with clear communication, and a can do attitude
• Act as liaison to the landlord for daily operations including COIs, vendor access requests, and one off requests
• Serve as the manager and point of contact for daily facilities vendors including janitorial, repairs and maintenance, and furniture
• Provide as needed facilities support to cross functional teams for events, special projects, and any other office related needs
• Use guidelines set by management to aid in implementation of preventive maintenance and life cycle optimization strategies 
• Maintain facilities PM schedule, services and contracts; ensure appropriate Facilities PM plan is associated with each asset requiring preventive maintenance
• Ensure all purchase orders are receipted, matched, modified or re-issued within reasonable time frame to ensure compliance with both vendor contract terms and submission deadlines to Dropbox client
• Trains and follows up with vendors on billing procedures as needed; ensure copy of PO to each vendor as it contains Amazon invoicing and billing instructions 
• Responsible for maintaining Dropbox’s facilities services and contracts. Provide strategic direction and leadership to on-site vendors and manage the daily operations of facility
• Forecast and track monthly/quarterly finances; Encourage and develop new ideas and initiatives with all hard services suppliers with the objective of enhancing service levels and improving cost efficiency

• 5+ years experience in a customer facing facilities coordinator position, preferably in an office setting
• 5+ years customer service experience
• Solid knowledge and understanding of MEP systems
• Creative, critical thinker with advanced analytical skills
• Excellent written and oral communication skills and the ability to meet tight deadlines and prioritize workloads
• Self-motivated, able to work both independently and collaboratively within a team as projects dictate
• Strong financial, contract management skills. 
• Ability to lead, develop and grow team members and functions of a geographically distributed team
• 3+ year experience managing vendors including coordination, trouble shooting, and adhering to a budget
• Solid knowledge of property management, leases, construction terms and practices, with strong working knowledge of sophisticated building systems.
• Must possess strong leadership, analytical, and critical thinking skills
• Exposure to Health & Safety regulatory requirements
• Must be a self-starter with the ability to think strategically and deliver programs and services in an operationally pragmatic manner
• Enthusiasm for solving unique and complex facilities challenges and implementing creative cost-effective solutions
• Must have the skills set and qualities of being empathic and have a natural passion for delivering exceptional service
• Must possess the ability to foster and be a steward of a culture of trust, honesty and integrity
• Nights and weekend availability may be required for special events and projects