Facilities & Workplace Services Coordinator at Squarespace

| Greater NYC Area
!Sorry, this job was removed at 11:41 a.m. (EST) on Friday, January 31, 2020

Squarespace is seeking a Facilities & Workplace Services Coordinator to ensure that our office operations are running at peak efficiency and effectiveness. In this job, no two days are ever the same. You thrive in a fast-paced, ever-changing environment and are passionate about using systems thinking and creativity to deliver the kind of exceptional employee support that makes Squarespace one of the top companies to work for in New York City. 

This role reports into our Facilities & Workplace Services Manager and is based in our New York headquarters.

RESPONSIBILITIES

  • Provide administrative support as it relates to the Facilities team’s operating budget, submitting purchase orders, reviewing and approving invoices, vendor onboarding vendors and contractors, maintaining Certificates of Insurance, vendor service agreements and contracts, and accurate record keeping.
  • Be the primary point of contact for all employees’ day-to-day needs, including but not limited to:
    • Project managing the NYC Facilities team’s day-to-day work requests and deliverables using Service Desk in JIRA to maximize efficiency and tracking
    • Monitoring and responding to the NYC Facilities team’s channel in Slack
    • Coordinating & facilitating feedback touch points (e.g., 1-on-1 meetings, focus groups, pulse surveys) and analyze/report on trends for how we can continually improve service
  • Streamline and own procurement and stocking/inventory processes for workspace orders and office supplies from end-to-end; Make ad-hoc purchases for teams with manager approval
  • Stand up scalable, self-service mail and courier service processes and manage coordination for special projects when needed
  • Assist with maintaining facilities-related policies and procedures, including drafting and maintaining documentation on Squarespace’s Intranet
  • Assist with all space planning and seat mapping processes from end-to-end, including: 
    • Maintaining the integrity of our master seating chart 
    • Working with the Recruiting, People Tech, IT, and HR Business Partner teams to understand and address hiring plans and space needs 
    • Partnering with department leaders through the business on coordinating internal seating moves (logistics and communications)
  • Work closely with our Facilities Manager and alongside our Specialist to coordinate ongoing maintenance, and maintain key vendor relationships for office services, including: maintenance, office supplies, mail, janitorial, etc.
  • Assist with and support all property management and shared administrative services initiatives, including special projects and events as needed.

QUALIFICATIONS

  • 2+ years in facilities in an operational capacity
  • Experience forming relationships and leading negotiations with external vendors
  • Excellent analytical capability: analyzing cost per square foot & cost per desk excites you
  • Strong planning and organizational skills; adept problem-solving skills with focus on efficient, quick and consistent execution
  • Advanced proficiency with Excel and/or Google Apps a must
  • Experience with Atlassian’s Service Desk / JIRA ticketing system is a plus
  • Experience with Coupa is a plus
  • Strong interpersonal and communication skills, both written and verbal
  • Demonstrated project management skills 

ABOUT SQUARESPACE

Squarespace makes beautiful products to help people with creative ideas succeed. By blending elegant design and sophisticated engineering, we empower millions of people — from individuals and local artists to entrepreneurs shaping the world’s most iconic businesses — to share their stories with the world. Squarespace’s team of more than 800 is headquartered in downtown New York City, with offices in Dublin and Portland. For more information, visit www.squarespace.com/about. 

PERKS 
  • Health insurance with 100% premium covered
  • Flexible vacation & paid time off
  • Equity plan
  • 401(k) plan with employer match
  • Free lunch and snacks
  • Dog-friendly workplace
  • And more

Today, more than a million people around the globe use Squarespace to share different perspectives and experiences with the world. Not only do we embrace and celebrate the diversity of our customer base, but we also strive for the same in our employees. At Squarespace, we are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender, gender identity or expression, or veteran status. We are proud to be an equal opportunity workplace.

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Technology we use

  • Engineering
    • C++Languages
    • GolangLanguages
    • JavaLanguages
    • JavascriptLanguages
    • KotlinLanguages
    • PHPLanguages
    • PythonLanguages
    • ScalaLanguages
    • SqlLanguages
    • SwiftLanguages
    • ReactLibraries
    • ReduxLibraries
    • AngularJSFrameworks
    • Backbone.jsFrameworks
    • Ember.jsFrameworks
    • HadoopFrameworks
    • SparkFrameworks
    • SpringFrameworks
    • KubernetesFrameworks
    • DockerFrameworks
    • HiveDatabases
    • MongoDBDatabases
    • MySQLDatabases
    • PostgreSQLDatabases
    • RedshiftDatabases
    • KafkaDatabases
    • PrestoDatabases

Location

Squarespace is headquartered in the West Village of Manhattan, within walking distance from the 1, A, C, E, B, D, F, and M trains.

An Insider's view of Squarespace

What are some social events your company does?

In the past we've had trivia nights, talent shows, and video game tournaments. My background is actually in theatre, so amazingly had the opportunity of taking to the microphone and hosting some of the events here.

Jose Paz

Community Manager

What kinds of technical challenges do you and your team face?

Our team’s mission is to configure, integrate, automate, and report on all HR systems. This means we are constantly trying to do things no one has ever done before. Some of the challenges we regularly encounter are hacking together system integrations, implementing controls to ensure data integrity, and manual task automation for our users.

Paul

People Tech Manager

How has your career grown since starting at the company?

As the Data Engineering team has grown, I've become a team lead and learning lots of new technologies, such as Postgres and Airflow.

Polina

Senior Software Engineer

What are some social events your company does?

The company holiday party is a pretty big social event. Each location has one and I’ve crashed three of the four parties in Ireland as well. At this point, if I don’t go to the Dublin holiday party, I might get messages asking if I’m okay.

Vishal

Team Lead, Product Support

What are Squarespace Perks + Benefits

Squarespace Benefits Overview

We take care of our employees in more ways than one. We offer competitive medical, dental, and vision for our employees and their dependents. We also offer up to 20 weeks of paid family leave (includes parental), daily gourmet lunches, and seasonal wellness programming, including meditation, yoga, and nutritionist sessions at the office. And so many snacks.

Culture
Volunteer in local community
Partners with Nonprofits
Eat lunch together
Team based strategic planning
Group brainstorming sessions
Open office floor plan
Diversity
Dedicated Diversity/Inclusion Staff
Unconscious bias training
Someone's primary function is managing the company's diversity and inclusion initiatives
Health Insurance & Wellness Benefits
Flexible Spending Account (FSA)
Disability Insurance
Dental Benefits
Vision Benefits
Health Insurance Benefits
Life Insurance
Retirement & Stock Options Benefits
401(K)
401(K) Matching
Company Equity
Match charitable contributions
Child Care & Parental Leave Benefits
Generous Parental Leave
Flexible Work Schedule
Family Medical Leave
Adoption Assistance
Company sponsored family events
Vacation & Time Off Benefits
Unlimited Vacation Policy
Paid Holidays
Perks & Discounts
Beer on Tap
Casual Dress
Commuter Benefits
Company Outings
Free Daily Meals
Game Room
Stocked Kitchen
Happy Hours
Pet Friendly
Recreational Clubs
Relocation Assistance
Professional Development Benefits
Job Training & Conferences
Tuition Reimbursement
Cross functional training encouraged
Time allotted for learning
All employees have full access to LinkedIn Learning.
Online course subscriptions available
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