Project Coordinator I

Overview

We are One Workplace. We believe that people with a purpose need great spaces to perform their best work. We think big but work small, innovate through relentless curiosity, and treat each other – and our clients – like family. Over the past 100 years, we haven’t forgotten who we are, and we’ve never stopped changing. From big city skyscrapers to the West Coast's premier universities and medical facilities, we design insightful workspaces with the latest technology to provide our clients with an environment that embodies their image and encourages success. Our drive and dedication to providing our clients with innovative spaces and solutions have helped us expand our footprint, and now it is time to expand our team.  

One Workplace is committed to the development of empathetic leaders, diversification of talent, and increased representation at every level of our business. We believe in cultivating a culture of inclusion and are dedicated to building and retaining teams through removing unnecessary barriers to employment and providing opportunities for career growth. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or veteran status.

Compensation range: $22.00 - $25.00 per hour

The base salary will be determined based on your location, experience, and the pay of employees in similar positions. Actual total compensation will be dependent upon the individual's skills, experience, and qualifications.

Employee Benefits:

• 15 days of PTO
• 13 Paid holidays
• Medical/Dental/Vision Insurance
• 401k + Employer Match
• Paid Parental Leave
• Wellness App with reimbursement of up to $500 per year 
• Profit Sharing

Position Summary

Location:  San Jose, CA (on-site)

Hour:  Day shift, Monday - Friday

The Project Coordinator I serves as a key point of contact for client requests related to on-site services, with a primary focus on furniture, inventory, and asset management. This role coordinates requests from intake through completion, ensuring work is scheduled, executed, documented, and communicated effectively.

The Project Coordinator I partners closely with clients, internal Design and Project Management teams, and external service providers to deliver timely, high-quality solutions. Success in this role requires strong organization, attention to detail, customer service skills, and the ability to effectively prioritize and resolve multiple requests in a fast-paced environment.

Key Responsibilities

• Client Service & Request Management: Serve as the primary point of contact for client furniture and on-site service requests. Manage requests from intake through completion, providing timely communication, updates, and documentation across ticketing systems, email, phone, and Google Chat.
• Scheduling & Logistics: Coordinate internal teams, vendors, and external service providers to schedule and execute furniture installations, removals, moves, and other services, including work outside standard client operating hours.
• Inventory & Asset Management: Maintain accurate on-site and warehouse furniture inventories. Conduct site surveys and audits, support furniture specifications, and update asset records to reflect current conditions.
• Issue Resolution & Collaboration: Proactively identify and resolve client issues, prioritize competing requests, and escalate high-priority matters as needed. Partner closely with Design, Project Management, clients, and external stakeholders to ensure successful project execution.
• Documentation & Special Projects: Maintain accurate project, inventory, and asset documentation, including client asset management systems and as-built drawings. Support specialty requests and other projects as needed to meet client and team objectives.

Qualifications

Education and Experience

• Associates Degree or higher from an accredited college or university is preferred; equivalent prior professional experience will be considered in lieu of a degree.
• Two to five years of customer service experience, preferably within an office environment or account management setting.
• Prior experience working with client ticketing systems and inventory management systems is a significant plus.

Skills and Competencies

• Aptitude for Learning: Capable of quickly learning furniture system parts, assembly procedures, and the ability to read and understand furniture floor plans.
• Communication: Strong verbal and written communication skills for professional customer and stakeholder interactions.
• Organizational Prowess: Must be extremely organized with excellent time management skills and a strong attention to detail.
• Problem-Solving: Proven ability to analyze situations, problem-solve, and make decisions with minimal guidance.
• Technical Proficiency: Proficient in office productivity applications, including Google Workspace (formerly Google Suite Apps) and other relevant tools like Microsoft Office and Smartsheets.
• Adaptability: Must be agile, comfortable with ambiguity, and possess a strong sense of urgency to address client needs.
• Customer Focus: Ability to provide excellent customer service and foster strong internal and external relationships on a daily basis.
• Work Ethic: Ability to be proactive, work both independently and in a collaborative team environment.

Work Environment and Physical Demands

• Working Environment: Generally works in an office environment around moderate noise. Requires regular collaboration with others in person, over the phone, and via email.
• Flexibility: Must be flexible to work early morning or off-hours shifts and commute between different client and warehouse locations as required.
• Physical Requirements: Ability to move distances within the office and warehouse environments. Requires basic math, complex reading, and writing skills, along with seeing, hearing, color perception, and clear speech.

If this sounds like the right opportunity for you, we encourage you to apply with your resume today. We look forward to connecting!