Workplace Operations Coordinator

About the team
The Real Estate and Workplace Services team at OpenAI is pivotal in crafting and maintaining the physical environments that fuel our innovation and growth. This team ensures our facilities align with our dynamic business objectives. We manage daily operations, optimise workspace designs, and manage leasing and planning for our real estate portfolio. With a strong focus on sustainability and efficiency, the team works closely with internal stakeholders and external partners to create spaces that not only reflect our brand's identity and culture but also enhance employee productivity and well-being. Joining this team means being at the heart of shaping the environments that inspire our technological advancements and support our mission.

About the Role
OAI is seeking a Workplace Operations Coordinator to join our Workplace Operations team at our London office. In this role, you will be instrumental in creating a welcoming and productive office environment in London and supporting our smaller European office (Paris, Brussels, Zurich & Munich.) You will be the first point of contact for all visitors, new joiners, and OAI employees. Additionally, you will support the Workplace Manager in cultivating a positive office culture and incorporating our core values of Diversity, Inclusion & Belonging through events, programs, and other initiatives.

In this role you will:

- Office & Vendor Management: Partner with serviced office providers, building management, front desk teams, and external vendors to ensure seamless day-to-day office operations.

- Employee & Visitor Experience: Serve as a warm, professional point of contact for employees, candidates, and visitors; manage onboarding welcomes, office tours, and ongoing employee requests via JIRA.

- Workplace Safety & Security: Collaborate with Corporate Security to maintain a safe workplace, manage access requests, issue visitor passes, and ensure adherence to site security protocols.

- Health & Safety Compliance: Support health and safety programs, including emergency procedures, risk assessments, drills, and evacuation exercises.

- Office Culture & Events: Partner with the Workplace Manager to deliver company events, in-office food programs, and engagement initiatives that foster an inclusive and welcoming environment.

- Space & Facilities Coordination: Ensure meeting rooms and shared spaces are meeting-ready, manage desk moves and setups, and troubleshoot scheduling or space-related issues.

- Daily Operations & Communications: Conduct regular office walkthroughs to maintain a clean, organized, and well-stocked workplace, and communicate guest experience updates via Slack, email, and internal channels.

- Cross-Functional & Regional Support: Work closely with IT, Security, Finance, and People teams on special projects, office rollouts, and regional initiatives, including periodic EU travel.

You’ll thrive in this role if you have:

- Experience: Minimum 2+ years of related experience; highly personable and service-focused.

- Customer Service Skills: Approachability, understanding, attentiveness, empathy, and positivity. Proven ability to proactively assist and offer solutions.

- Adaptability & Organization: Strong problem-solving skills and the ability to quickly adapt to change. Exceptional organizational skills with the ability to manage multiple projects and deadlines simultaneously.

- Communication Skills: Excellent written, verbal and interpersonal skills, capable of working effectively with clients, vendors, and team members.

- Technical Proficiency: Clearly tech-savvy, with experience using people operations software (such as helpdesk or employee request systems). Familiarity with Google Suite (Docs, Sheets, Slides) is a plus.

About OpenAI

OpenAI is an AI research and deployment company dedicated to ensuring that general-purpose artificial intelligence benefits all of humanity. We push the boundaries of the capabilities of AI systems and seek to safely deploy them to the world through our products. AI is an extremely powerful tool that must be created with safety and human needs at its core, and to achieve our mission, we must encompass and value the many different perspectives, voices, and experiences that form the full spectrum of humanity. 

We are an equal opportunity employer, and we do not discriminate on the basis of race, religion, color, national origin, sex, sexual orientation, age, veteran status, disability, genetic information, or other applicable legally protected characteristic.

For additional information, please see OpenAI’s Affirmative Action and Equal Employment Opportunity Policy Statement https://cdn.openai.com/policies/eeo-policy-statement.pdf.

Background checks for applicants will be administered in accordance with applicable law, and qualified applicants with arrest or conviction records will be considered for employment consistent with those laws, including the San Francisco Fair Chance Ordinance, the Los Angeles County Fair Chance Ordinance for Employers, and the California Fair Chance Act, for US-based candidates. For unincorporated Los Angeles County workers: we reasonably believe that criminal history may have a direct, adverse and negative relationship with the following job duties, potentially resulting in the withdrawal of a conditional offer of employment: protect computer hardware entrusted to you from theft, loss or damage; return all computer hardware in your possession (including the data contained therein) upon termination of employment or end of assignment; and maintain the confidentiality of proprietary, confidential, and non-public information. In addition, job duties require access to secure and protected information technology systems and related data security obligations.

To notify OpenAI that you believe this job posting is non-compliant, please submit a report through this form https://form.asana.com/?d=57018692298241&k=5MqR40fZd7jlxVUh5J-UeA. No response will be provided to inquiries unrelated to job posting compliance.

We are committed to providing reasonable accommodations to applicants with disabilities, and requests can be made via this link https://form.asana.com/?k=bQ7w9h3iexRlicUdWRiwvg&d=57018692298241.

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At OpenAI, we believe artificial intelligence has the potential to help people solve immense global challenges, and we want the upside of AI to be widely shared. Join us in shaping the future of technology.