About Rivian Rivian is on a mission to keep the world adventurous forever. This goes for the emissions-free Electric Adventure Vehicles we build, and the curious, courageous souls we seek to attract. As a company, we constantly challenge what’s possible, never simply accepting what has always been done. We reframe old problems, seek new solutions and operate comfortably in areas that are unknown. Our backgrounds are diverse, but our team shares a love of the outdoors and a desire to protect it for future generations. Role Summary The Workplace Operations Coordinator supports day-to-day facilities and workplace operations to ensure our sites are safe, clean, and adventure-ready for all employees and visitors. They focus on smooth execution of core operational processes and administrative workflows, from invoicing and vendor coordination to supply management, ticket triage, and event support, while delivering an excellent experience to Rivian Staff and guests. Responsibilities Physical onsite presence required 5 days per week during core business hours. Invoicing and PO management Own daily invoicing workflows for facilities and workplace operations, including collecting quotes, submitting purchase requisitions, and tracking POs through approval and payment. Review invoices for accuracy, coding them to the correct cost centers, resolving discrepancies with vendors, and partnering with Finance/Procurement on any issues. Vendor management Serve as a primary point of contact for key facilities vendors (janitorial, supplies, maintenance, waste collection, plants, etc.), managing day-to-day coordination and communication and scheduling of recurring and one-time services. Track vendor performance and SLAs, documenting issues, escalating concerns to your manager, and supporting contract renewals or changes. Event support Support onsite events and programs, including but not limited to workplace events, all-hands, trainings, and team activities by coordinating logistics such as room reservations, setup and teardown, AV requests, signage, and catering orders. Partner with stakeholders and cross-functional teams (e.g., Workplace Operations, Security, IT, Culinary) to ensure smooth, safe, and well-executed events. Site cleanliness and presentation Conduct regular floor walks to assess cleanliness, organization, and overall site presentation across office, lab, and common areas while supporting workplace standards to ensure signage, branding, and furniture layouts reflect current needs and expectations. Create and follow up on janitorial and maintenance tickets when issues are found, closing the loop once resolved. Supply ordering and inventory management Own supply ordering and replenishment for workplace-related items (office supplies, event supplies, etc.) in alignment with budget and sustainability goals. Maintain organized storage areas and monitor inventory levels, adjusting par levels based on usage trends and headcount changes. Ticket response and escalation Monitor and respond to incoming facilities/workplace tickets in the designated ticketing system within defined SLAs. Troubleshoot and resolve routine issues directly where possible (e.g., simple equipment resets, small furniture moves, minor workspace adjustments) and route and escalate complex issues to the appropriate internal teams or vendors, coordinating updates and communicating status back to requesters. Space audits and occupancy checks Perform regular office space audits and occupancy checks to verify seating assignments and adherence to planned layouts. Capture and update data on occupancy, headcount, and seat utilization in the appropriate systems, trackers, or floor plans. Identify trends and pain points (e.g., consistently overbooked spaces, underutilized areas) and share findings with Workplace and Space Planning partners. Other daily operational tasks Support moves, adds, and changes, including small seating moves, desk setups, and coordination with IT and Security. Assist with access, badging, and visitor coordination, following established security and safety protocols. Partner cross-functionally with Security, IT, EHS, Culinary, People, and other stakeholders to maintain a safe, functional, and welcoming environment. Qualifications Possesses a positive mindset and is driven to continuously enhance the overall workplace experience. Exhibits a keen eye for detail and cleanliness across diverse work settings. Attention to detail in invoicing, PO tracking, and documentation, with basic comfort in working with spreadsheets and financial data. Google Suites experience a plus. Ability to work onsite and willingness to “roll up your sleeves” to perform occasional physical tasks (moving supplies, light furniture adjustments, event setup). Strong organizational and time-management skills, with the ability to handle multiple tasks, requests, and deadlines in a fast-paced environment. Customer-service mindset with clear, friendly, and professional communication skills across all levels of the organization. A proactive, problem-solving approach, with a willingness to step in, learn quickly, and improve processes over time. EDUCATION AND EXPERIENCE Minimum of 2-3 years of experience in facilities, workplace operations, office management, hospitality, property management, R&D, Manufacturing, or a related support role. PHYSICAL DEMANDS The physical demands associated with the duties and responsibilities described herein are representative of those that must be met by an employee to successfully perform this job. This includes the ability to spend extended hours walking multiple sites and travelling to other Rivian locations as needed. WORK ENVIRONMENT The Coordinator, Workplace Operations will be based in our Palo, Alto office. This is a fully onsite role. Exposure to the outdoors, dust, active lab or R&D areas, and high noise levels is likely. Strict adherence to proper safety protocol will be always expected. Pay Disclosure The salary range for this role is USD 84600 - 105800 for CA based applicants. This is the lowest to highest salary we in good faith believe we would pay for this role at the time of this posting. An employee’s position within the salary range will be based on several factors including, but not limited to, specific competencies, relevant education, qualifications, certifications, experience, skills, geographic location, shift, and organizational needs. The successful candidate may be eligible for annual performance bonus and equity awards. We offer a comprehensive package of benefits for full-time and part-time employees, their spouse or domestic partner, and children up to age 26, including but not limited to paid vacation, paid sick leave, and a competitive portfolio of insurance benefits including life, medical, dental, vision, short-term disability insurance, and long-term disability insurance to eligible employees. You may also have the opportunity to participate in Rivian’s 401(k) Plan and Employee Stock Purchase Program if you meet certain eligibility requirements. Full-time employee coverage is effective on their first day of employment. Part-time employee coverage is effective the first of the month following 90 days of employment. More information about benefits is available at rivianbenefits.com. You can apply for this role through careers.rivian.com (or through internal-careers-rivian.icims.com if you are a current employee). This job is not expected to be closed any sooner than May 8, 2026. Equal Opportunity Rivian is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, ancestry, sex, sexual orientation, gender, gender expression, gender identity, genetic information or characteristics, physical or mental disability, marital/domestic partner status, age, military/veteran status, medical condition, or any other characteristic protected by law. Rivian is committed to ensuring that our hiring process is accessible for persons with disabilities. If you have a disability or limitation, such as those covered by the Americans with Disabilities Act, that requires accommodations to assist you in the search and application process, please email us at candidateaccommodations@rivian.com. Candidate Data Privacy Rivian may collect, use and disclose your personal information or personal data (within the meaning of the applicable data protection laws) when you apply for employment and/or participate in our recruitment processes (“Candidate Personal Data”). This data includes contact, demographic, communications, educational, professional, employment, social media/website, network/device, recruiting system usage/interaction, security and preference information. Rivian may use your Candidate Personal Data for the purposes of (i) tracking interactions with our recruiting system; (ii) carrying out, analyzing and improving our application and recruitment process, including assessing you and your application and conducting employment, background and reference checks; (iii) establishing an employment relationship or entering into an employment contract with you; (iv) complying with our legal, regulatory and corporate governance obligations; (v) recordkeeping; (vi) ensuring network and information security and preventing fraud; and (vii) as otherwise required or permitted by applicable law. Rivian may share your Candidate Personal Data with (i) internal personnel who have a need to know such information in order to perform their duties, including individuals on our People Team, Finance, Legal, and the team(s) with the position(s) for which you are applying; (ii) Rivian affiliates; and (iii) Rivian’s service providers, including providers of background checks, staffing services, and cloud services. Rivian may transfer or store internationally your Candidate Personal Data, including to or in the United States, Canada, the United Kingdom, and the European Union and in the cloud, and this data may be subject to the laws and accessible to the courts, law enforcement and national security authorities of such jurisdictions. Please note that we are currently not accepting applications from third party application services.
Coordinator, Operations, Workplace Facilities
This role supports day-to-day facilities and workplace operations to ensure sites are safe, clean, and ready for employees and visitors. Responsibilities include managing invoicing and POs, coordinating with vendors, supporting events, maintaining site cleanliness, ordering supplies, responding to tickets, and conducting space audits. The role requires a customer-service mindset, strong organizational skills, and the ability to perform occasional physical tasks. Experience in facilities, workplace operations, or a related support role is required.
What you'd actually do
- Own daily invoicing workflows for facilities and workplace operations, including collecting quotes, submitting purchase requisitions, and tracking POs through approval and payment.
- Serve as a primary point of contact for key facilities vendors (janitorial, supplies, maintenance, waste collection, plants, etc.), managing day-to-day coordination and communication and scheduling of recurring and one-time services.
- Support onsite events and programs, including but not limited to workplace events, all-hands, trainings, and team activities by coordinating logistics such as room reservations, setup and teardown, AV requests, signage, and catering orders.
- Conduct regular floor walks to assess cleanliness, organization, and overall site presentation across office, lab, and common areas while supporting workplace standards to ensure signage, branding, and furniture layouts reflect current needs and expectations.
- Own supply ordering and replenishment for workplace-related items (office supplies, event supplies, etc.) in alignment with budget and sustainability goals.
Skills
Required
- Facilities management
- Workplace operations
- Office management
- Hospitality
- Property management
- Vendor management
- Invoicing
- PO management
- Supply chain management
- Event coordination
- Customer service
- Organizational skills
- Time management
- Problem-solving
- Communication skills
- Spreadsheet proficiency
- Basic financial data handling
Nice to have
- Google Suites experience
What the JD emphasized
- Physical onsite presence required 5 days per week during core business hours.
- Attention to detail in invoicing, PO tracking, and documentation, with basic comfort in working with spreadsheets and financial data.