WPO & Facilities Coordinator at Compass in Austin, TX

The National Workplace Operations and Facilities team oversees the office spaces that inspire and support our productivity. This team builds and maintains all aspects of what keeps Compass’ workspaces operating seamlessly. As a Workplace Operations (WPO) Coordinator, you will be a vital administrative engine for the team, ensuring operational compliance, streamlining financial processes, and maintaining the systems that allow our offices to thrive.

Please note: this role is 100% in-office.

At Compass You Will:

• Support end-to-end procurement processes, including creating purchase orders, approving system-generated orders, and providing troubleshooting assistance to internal and external stakeholders. (20%)
• Manage and triage incoming requests through the ticketing system, resolving routine inquiries and routing more complex issues to appropriate team members while ensuring adherence to established workflows and service standards. (20%)
• Conduct regular reviews of office systems and infrastructure to ensure safety, security, and operational compliance, including access management and monitoring tools. (5%)
• Maintain accurate location and operational data, including address updates and resolving system discrepancies. (5%)
• Proactively engage with ticket requesters to ask clarifying questions that facilitate faster resolutions. (5%)
• Oversee business licensing processes, including new applications, renewals, compliance tracking, and record maintenance. (10%)
• Manage insurance documentation processes, including intake, review, and distribution of required certificates and related materials. (5%)
• Collaborate with cross-functional and regional partners to ensure compliance requirements are met and properly displayed across locations. (5%)
• Administer utility accounts through third-party vendors, handling new account setups, closures, daily exception management, and escalating issues as needed. (5%)
• Manage invoice retrieval and submission for vendors unable to use our vendor portal. (5%)
• Facilitate vendor onboarding process in partnership with Accounts Payable and provide support with billing vendor disputes. (5%)
• Provide administrative and operational support for organizational initiatives, including mergers, acquisitions, and regional projects. (5%)
• Maintain updated office visual resources, including the coordination of office photos and the management of floorplans. (2.5%)
• Manage Google My Business profiles, including the creation and ongoing office management (2.5%)

What We’re Looking For:

• 1-2 years of experience in operations, office management, or a high-volume administrative role.
• Technical Proficiency: Previous experience with enterprise technology such as Zendesk, Coupa, and Google suite is highly preferred.
• Meticulous Attention to Detail: You are highly organized and capable of managing complex records. .
• Strong Communication: Articulate and polished communication skills, with the ability to collaborate effectively with both internal departments and external vendors.
• Problem-Solving Mindset: A proactive approach to troubleshooting and the ability to formulate solutions quickly in a fast-paced environment.
• Adaptability: The ability to work independently or as part of a team while managing multiple competing priorities.
• Must be willing to travel 15%-25% of the time.