Real Estate & Workplace Services Coordinator II

Meet the team:

The Real Estate and Workplace Services Team (REWS), is an integral cross-function support team comprised of Facilities, Physical Security, Logistics, Asset Management, and Real Estate groups. This team is responsible for internal and external site coordination across all Latitude locations, as well as support for employees and external guests. The REWS Coordinator II will support operations out of our Pittsburgh facilities, while remotely supporting operations across other Latitude sites, and actively managing the daily responsibilities described below.

What you’ll do:

Physical Security
Support the management of badging access control and CCTV/camera systems including provisioning, access group management, credential issuance, troubleshooting, and periodic access audits
Assess lifecycle status of physical security systems (badging, CCTV, visitor management systems), tracking end of support risks, aging hardware, and proactively forecast system updates, improvements, and future refresh plans
Provide support and coverage as needed for reception functions, including answering office phone, welcoming visitors, and supporting the interview candidate experience
Manage and support visitor management protocols and systems to ensure appropriate controls for contractors, vendors, and guests accessing secure or sensitive areas
Develop, document, and maintain physical security policies and procedures, ensuring alignment with company risk tolerance and regulatory/contractual requirements
Support new and ongoing training efforts of team members who interact with REWS activities

Workplace Safety
Support overall workplace safety compliance, including documentation, policy development, and implementation
Coordinate and support safety audits and inspections, tracking corrective actions and remediation through completion
Support development and delivery of safety training and communications to employees
Create and maintain accurate records for compliance reporting

Facilities
Support daily facility operations across Pittsburgh sites, addressing routine maintenance requests and troubleshooting building issues in coordination with facility leads and vendors
Assist with vendor and contractor management, scheduling, scope verification, quality control, and invoice/PO coordination for facilities related services
Take direction from Facilities team leads on prioritization of daily tasks while exercising independent judgement to resolve routine issues without escalation
Assist with space planning and moves/adds/changes as the organization scales
Perform routine preventative maintenance tasks and facility inspections, ensuring upkeep of space and cleanliness of facility
Support event planning, space setup, vendor services, and on-site operational need
Escalate issues and coordinate follow-up repairs as needed
Monitor inventory and manage supply ordering from vendors for local sites

Ticket Management
Steward excellence in all interactions with internal customers, team members, and external partners by providing prompt service and accurate information
Manage tickets in accordance with policies and procedures, including ad-hoc updates
Escalate and flag issues when necessary to ensure all areas of accountability are being met
Utilize system automations to provide consistent, streamlined experience for all ticket participants
Regularly monitor, update, and close tickets based on defined standards to ensure metrics and SLAs are met

Project Work
Lead cross-functional projects with a high degree of accuracy and ownership
Proactively manage scope, schedule, and budget with limited oversight
Provide clear, transparent updates to stakeholders throughout project execution

Cross-Training & Operational Support
Participate in and support internal cross-training initiatives
Build capability and coverage across all areas of REWS team responsibilities (shipping, receiving, asset management, etc)
Contribute to overall team resilience and continuity planning

What you'll need to succeed:

Bachelor’s degree with two years of employment experience required. In lieu of a Bachelor’s degree, an Associate’s degree with four years of employment experience or a High School Diploma or GED equivalent with six years of employment experience required
3-5 years of experience in an operations, corporate physical security, or facilities environment
Experience with service ticketing platforms, access controls systems, and closed loop camera systems strongly preferred
Ability to independently navigate complex issues while demonstrating exceptional problem-solving skills
Strong attention to detail with a continuous improvement mindset and ability to streamline processes
Exceptional, demonstrated customer service skills and strong attention to detail
Moderate knowledge of building systems and facility operations and skill set
Strong time management and multitasking skills
Computer proficiency with Google Suite(preferred) and Microsoft Office
Ability to lift up to 50lbs required and do other labor-intensive tasks