Workplace Services Specialist

About the Role

The Workplace Services Specialist is responsible for ensuring smooth and efficient daily operations at the Costa Rica office. This role serves as the primary point of contact for employees, visitors, vendors, and building management, helping create a welcoming, organized, and productive workplace environment.

The Workplace Services Specialist works closely with management, HR, facilities, and internal teams to maintain office operations, coordinate services, and support internal initiatives and events.

What You’ll Do

• Manage day-to-day office operations, serving as the first point of contact for visitors, callers, and vendors.
• Greet guests and employees, respond to inquiries, and direct individuals to the appropriate teams or resources.
• Maintain office supply inventory, ensuring sufficient stock of both critical and non-critical supplies.
• Receive, organize, and distribute incoming and outgoing mail and deliveries.
• Maintain the visitor log and ensure proper visitor management procedures.
• Ensure reception and meeting areas remain tidy, organized, and presentable at all times.
• Coordinate with building property management to support office maintenance and facility needs.
• Assist the HR & Facilities Director with facilities-related matters and administrative tasks.
• Work with the Facilities Manager to track office space usage and occupancy.
• Process invoices and maintain accurate records for vendor payments and documentation.
• Coordinate with vendors and ensure timely and accurate submission of vendor invoices.
• Provide instructions and oversight to day porters to ensure high standards of service.
• Support internal teams with special projects and operational initiatives.
• Organize and coordinate internal meetings, office events, celebrations, and training activities.
• Assist in updating and maintaining the company’s intranet site.
• Maintain calendars, route messages to staff, and support communication within the office.

What You’ll Bring

• 1+ years of experience in office administration, facilities management, or workplace operations.
• Strong organizational and multitasking skills with excellent attention to detail.
• English bilingual 
• Excellent interpersonal and communication skills with a customer-focused mindset.
• Professional, friendly, and approachable demeanor when interacting with visitors and employees.
• Ability to manage multiple priorities in a fast-paced office environment.
• Strong sense of accountability, responsibility, and ownership of daily tasks.
• Proficiency in Microsoft Office Suite.
• Ability to coordinate with external vendors and service providers.

Bonus Skills

• Experience supporting office space planning or office reconfiguration projects.
• Previous experience managing vendors or supporting facilities operations.
• Experience assisting with internal events, employee engagement activities, or workplace programs.

What You’ll Get

• Two weeks of paid vacation, 12 statutory holidays, plus 4 extra global VeeaMe Days for self-care and 24 paid volunteer hours annually through Veeam Cares
• Paid parental leave: 8 days for fathers, 122 days for birthing parents, 92 days for adoptive parents
• Medical, dental, and vision coverage funded through INS Premium for employees and dependents
• Mental health support, therapy sessions, and virtual care via our Employee Assistance Program
• Retirement and social security contributions through Costa Rica’s statutory programs
• Life insurance equal to 24x monthly salary, plus disability and funeral coverage
• Daily cafeteria subsidy
• Fertility, adoption, and surrogacy support, plus 24 paid volunteer hours through Veeam Cares
• Opportunities to learn and grow through on-demand libraries (LinkedIn Learning, O’Reilly), mentoring, workshops, and learning events like our annual Global Day of Learning

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