Workplace Operations Coordinator

The Real Estate and Workplace Services team at OpenAI is pivotal in crafting and maintaining the physical environments that fuel our innovation and growth. This team ensures our facilities align with our dynamic business objectives, manages daily operations, optimises workspace designs, and oversees leasing and planning for our real‑estate portfolio. With a strong focus on sustainability and efficiency, we work closely with internal stakeholders and external partners to create spaces that reflect our brand identity and culture while enhancing employee productivity and well‑being.

OpenAI is seeking a Workplace Operations Coordinator to join our team at our London office. In this role, you will create a welcoming and productive office environment in London and support our smaller European offices (Paris, Brussels, Zurich, Munich). You will be the first point of contact for all visitors, new joiners, and OAI employees, and you will support the Workplace Manager in cultivating a positive office culture by incorporating our core values of Diversity, Inclusion & Belonging through events, programs, and other initiatives.

Responsibilities

• Office & Vendor Management: Partner with serviced office providers, building management, front desk teams, and external vendors to ensure seamless day‑to‑day office operations.
• Employee & Visitor Experience: Serve as a warm, professional point of contact for employees, candidates, and visitors; manage onboarding welcomes, office tours, and ongoing employee requests via JIRA.
• Workplace Safety & Security: Collaborate with Corporate Security to maintain a safe workplace, manage access requests, issue visitor passes, and ensure adherence to site security protocols.
• Health & Safety Compliance: Support health and safety programs, including emergency procedures, risk assessments, drills, and evacuation exercises.
• Office Culture & Events: Partner with the Workplace Manager to deliver company events, in‑office food programs, and engagement initiatives that foster an inclusive and welcoming environment.
• Space & Facilities Coordination: Ensure meeting rooms and shared spaces are meeting‑ready, manage desk moves and setups, and troubleshoot scheduling or space‑related issues.
• Daily Operations & Communications: Conduct regular office walkthroughs to maintain a clean, organized, and well‑stocked workplace, and communicate guest experience updates via Slack, email, and internal channels.
• Cross‑Functional & Regional Support: Work closely with IT, Security, Finance, and People teams on special projects, office rollouts, and regional initiatives, including periodic EU travel.

You’ll Thrive in This Role If You Have

• Experience: Minimum 2+ years of related experience; highly personable and service‑focused.
• Customer Service Skills: Approachability, understanding, attentiveness, empathy, and positivity; proven ability to proactively assist and offer solutions.
• Adaptability & Organization: Strong problem‑solving skills, ability to adapt quickly to change, exceptional organisational skills, and ability to manage multiple projects and deadlines simultaneously.
• Communication Skills: Excellent written, verbal and interpersonal skills, capable of working effectively with clients, vendors, and team members.
• Technical Proficiency: Tech‑savvy, with experience using people‑operations software (e.g. helpdesk or employee request systems); familiarity with Google Suite (Docs, Sheets, Slides) is a plus.

OpenAI is an AI research and deployment company dedicated to ensuring that general‑purpose artificial intelligence benefits all of humanity. We push the boundaries of the capabilities of AI systems and seek to safely deploy them to the world through our products. AI is an extremely powerful tool that must be created with safety and human needs at its core, and to achieve our mission, we must value the many different perspectives, voices, and experiences that form the full spectrum of humanity. We are an equal‑opportunity employer and do not discriminate on the basis of race, religion, color, national origin, sex, sexual orientation, age, veteran status, disability, genetic information, or other applicable legally protected characteristic.

At OpenAI, we believe that artificial intelligence has the potential to help people solve immense global challenges and want the upside of AI to be widely shared. Join us in shaping the future of technology.