Facilities Specialist

About the Institute of Foundation Models 

We are a dedicated research lab for building, understanding, using, and risk-managing foundation models. Our mandate is to advance research, nurture the next generation of AI builders, and drive transformative contributions to a knowledge-driven economy.  

As part of our team, you’ll have the opportunity to work on the core of cutting-edge foundation model training, alongside world-class researchers, data scientists, and engineers, tackling the most fundamental and impactful challenges in AI development. You will participate in the development of groundbreaking AI solutions that have the potential to reshape entire industries. Strategic and innovative problem-solving skills will be instrumental in establishing MBZUAI as a global hub for high-performance computing in deep learning, driving impactful discoveries that inspire the next generation of AI pioneers. 

Position Summary

We are seeking a highly organized and proactive Workplace Operations Coordinator to be the backbone of our office. This role is crucial for ensuring the smooth daily operations of our organization by managing a wide range of administrative, financial, and people-focused tasks. The ideal candidate is a detail-oriented professional with excellent communication skills who can handle confidential information with discretion and positively influence our company culture. 

Key Responsibilities

Facilities Operations & Property Management

• Property Management Contact: Serve as the primary onsite tenant liaison for building management, submitting maintenance work orders, building access requests, and parking updates.
• Access Control Administration: Manage employee access control and badge systems with building management, including new hire provisioning, parking permissions, offboarding deactivations, and security audits.
• Janitorial & Day Porter Oversight: Oversee janitorial and day porter services, maintaining clear scopes of work and service expectations while adjusting duties as workplace needs evolve; monitor service quality, address gaps, and coordinate with vendors to ensure consistent upkeep and cleanliness.
• Onsite Vendor & Work Escort: Provide suite access for service contractors (HVAC, maintenance, handymen), ensure completed work meets company standards, and collect/maintain vendor Certificates of Insurance (COIs).
• Space Planning & Upkeep: Conduct regular floor walkthroughs to maintain space functionality, manage seating charts and desk assignments, coordinate physical desk moves, and oversee office freight/deliveries.
• Meeting Room & Tech Readiness: Ensure conference rooms and collaborative spaces are organized, fully functional, and ready for use; collaborate with IT to troubleshoot in-room AV issues.