Workplace Operations & Experience Coordinator

JOB DESCRIPTION
This role is on-site, 5 days a week Monday-Friday at the Chicago, IL Office.
Own the workplace operations and experience program for UL Solutions' Chicago hub and global facilities queue. Integrate Facilities, Security, IT, and hospitality vendors to deliver a safe, efficient, and branded environment. Administer vendor performance and SLAs, manage global facilities operations tasks, and publish KPIs to improve cost, quality, and user satisfaction.
RESPONSIBILITIES
Front-of-House Oversight (40%)

• Oversee the front-of-house experience, welcome direct clients, candidates, vendors, employees, and visitors with professionalism and warmth upon arrival. Verify and register visitors using the building's visitor management system to ensure compliance and safety.
• Manage the self-service conference rooms by assisting with the internal reservation system, helping resolve booking conflicts, ensuring meeting details are complete, and contributing to weekly utilization reporting to maintain space readiness and scheduling standards.
• Set service standards for catering/AV requests and coordinate escalation paths; measure on-time readiness and service recovery.
• Responsible for call routes, mail and package notifications during peak periods to ensure consistent front-of-house operations and reliable service delivery.

Global Facilities Operations (60%)

• Ensure daily readiness across multiple suites and the main conference center by coordinating Facilities, IT, and Security teams; meet with cross-functional teams to identify and resolve operational issues and contribute to continuous improvement initiatives.
• Monitor and maintain front-of-house inventory levels (e.g., guest supplies, office consumables); coordinate timely replenishment with approved vendors, process purchase orders, and verify invoice accuracy to ensure smooth daily operations and cost control.
• Assist with vendor coordination by maintaining up-to-date contractor registers, tracking insurance and compliance documentation (e.g., COIs, safety orientation records), and supporting quarterly business review preparation to help monitor service level performance.
• Assist with the work order system by supporting work order triage and dispatch, helping track key performance indicators (e.g., first-time fix rate, cycle time, backlog age), and contributing to monthly dashboard preparation and corrective action reporting.
• Assist with onboarding global vendors in the supplier platform by helping ensure data completeness, tracking policy acknowledgments, and supporting integration into purchase order and invoice workflows.
• Maintain standard operating procedures (SOPs) and reference materials for cross-site operational tasks and shared resources; ensure documentation remains current, accessible, and aligned with practices adopted by peer locations.

QUALIFICATIONS

• Minimum 2-5 years of experience in facilities operations, corporate hospitality, or office services, with demonstrated responsibility for vendor management and service level agreements (SLAs).
• Hands-on experience with work order system (Brightly Asset Essentials) and visitor/room systems; able to build dashboards (Excel/Power BI) and present trends.
• Demonstrated program ownership, cross-functional coordination, and continuous improvement.
• Excellent communication and diplomacy when interfacing with senior staff, vendors, and external partners.
• Demonstrated discretion in handling sensitive data and internal processes.
• High level of proficiency in Microsoft Office Suite, including Excel and Outlook.

Total Rewards: We understand compensation is an important factor as you consider the next step in your career. The estimated salary range for this position is $44,000 to $57,000 and is based on multiple factors, including job-related knowledge/skills, experience, geographical location, as well as other factors. This position is eligible for annual bonus compensation with a target payout of 5% of the base salary. This position also provides health benefits such as medical, dental and vision; wellness benefits such as mental and financial health; and retirement savings (401K) commensurate with the standard rewards offered in each individual location or country. We also provide full-time employees with paid time off including vacation (15 days), holiday including floating holidays (12 days) and sick time off (72 hours).
#LI-SG2
#LI-On-Site