Facilities and Workspace Coordinator at Build In Tulsa (BIT) LLC

Tulsa, Oklahoma, United States -

Full Time

Start Date

Immediate

Expiry Date

14 Apr, 26

Salary

0.0

Posted On

15 Jan, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Customer Service, Organization, Communication, Relationship Management, Technical Support, Database Management, Event Planning, Problem Solving, Team Collaboration, Time Management, Attention to Detail, Inventory Management, Facilities Coordination, Technology Maintenance, Administrative Support, Data Tracking

Industry

Capital Markets

Description

Description Build in Tulsa Background: The mission of Build in Tulsa, LLC is to close the wealth gap in America by catalyzing multi-generational wealth within overlooked communities through tech and entrepreneurship. Build in Tulsa is dedicated to providing underestimated entrepreneurs with the human, social, and financial capital needed for success in commercializing new products and services in the marketplace. Build in Tulsa offers a suite of services, including training and workshops to prepare founders for accelerators, mentoring and networking events to foster connections with peers and strategic partners, and facilitating access to potential sources of capital. Build in Tulsa is also addressing barriers that many underrepresented entrepreneurs face by providing free coworking space, cost-of-living assistance, and funding for technology and other business-related awards. Build in Tulsa Team Values: Innovation: Taking a forward-thinking approach to how Build in Tulsa operates to uniquely support our community. Resilience: Adapting quickly and evolving continuously to ensure that Build in Tulsa will endure and thrive beyond whatever we may encounter in an unknown tomorrow. Collaboration: Being a partner to our diverse entrepreneur and business community, whether that means mentor, supporter, side-by-side problem solver, idea bouncer, connection maker, or whatever else it takes to help them succeed. Respect: Honoring the history that Build in Tulsa is rooted in, and honoring the intelligence, hard work, and dedication that each Build in Tulsa community member puts into building their business. Position Summary: The Facilities & Workspace Coordinator is responsible for the day-to-day functionality and upkeep of Build in Tulsa’s physical workspace, ensuring facilities, technology, and shared spaces are clean, safe, and fully operational for entrepreneurs, partners, staff, and visitors. By maintaining high standards of organization, responsiveness, and coordination, this role supports a professional, welcoming, and hospitality-driven environment that fosters productivity, collaboration, and community. In addition to facilities and workspace oversight, the Facilities & Workspace Coordinator serves as a front-facing presence within the space, providing courteous, responsive, and service-oriented support to those utilizing the building. This role balances operational execution with warmth and professionalism, ensuring interactions reflect Build in Tulsa’s commitment to inclusion, excellence, and community. The Facilities & Workspace Coordinator works closely with internal teams and external vendors to support workspace operations, building activations, and administrative needs, while maintaining accurate documentation related to space usage and facilities. The ideal candidate is highly organized, proactive, and detail-oriented, with the ability to anticipate needs, resolve issues efficiently, and contribute to a consistently positive on-site experience. This is a full-time, hourly role that requires full-time in-person attendance. The standard schedule is Monday through Friday, 8:00 AM to 5:00 PM CT, with occasional evening and weekend work as needed. Key Responsibilities: Workspace Experience & Front-of-House Support (30 %) Serve as the primary point of contact for entrepreneurs, partners, and visitors, delivering a consistently professional, welcoming, and service-oriented experience. Conduct onboarding orientations for new entrepreneurs, partners, and visitors, including presentations and walkthroughs that provide a clear overview of the building, workspace norms, technology, safety procedures, and access protocols. Facilitate connections, respond to inquiries within established timelines, and support entrepreneur engagement across programs and coworking activities. Collect, document, and submit entrepreneur feedback through designated systems to support continuous improvement. Represent Build in Tulsa in alignment with organizational values, brand standards, and professional conduct expectations. Workspace Operations & Technology Support (30%) Oversee daily coworking operations to ensure all spaces are clean, organized, functional, and ready for use. Maintain accurate coworking data for occupancy, and usage, and deliver quarterly reports on space utilization and trends. Conduct daily walkthroughs to reset rooms, restock supplies, test equipment, and prepare spaces for the following day. Serve as the primary technology point of contact for the coworking space, maintaining hands-on expertise in audiovisual equipment, Wi-Fi systems, printers, and shared technology tools. Provide real-time technical support to facilitators, partners, and members, resolving common issues or escalating as needed to minimize disruption. Audit and maintain all technology equipment to ensure proper placement, functionality, and availability. Facilities, Vendors, & Workspace Upkeep (20%) Coordinate with vendors and service providers to address maintenance and facility needs and ensure timely resolution. Track and follow up on maintenance requests to completion, ensuring issues meet operational standards. Manage inventory for office supplies, snacks, beverages, and amenities, ensuring continuous availability through proactive monitoring and restocking. Maintain a clean, safe, and fully operational coworking environment at all times. Building Activations & Space Logistics (10%) Support the planning and execution of building activations, events, and programming, ensuring logistical readiness and smooth delivery. Track building activation and space rental requests from intake through completion, providing accurate status updates and documentation. Support post-event follow-up and feedback collection to inform reporting and improvements. Administrative & Operational Support (10%) Manage coworking inquiries, reservations, and space requests using approved systems and processes. Receive, log, and distribute deliveries accurately and in a timely manner. Track expenses, receipts, and budget documentation in compliance with organizational procedures. Collaborate across teams to support organizational priorities and daily operations. Requirements POSITION REQUIREMENTS Basic Qualifications: Education & Experience Associate’s Degree or equivalent work experience 1–2 years of experience in administrative, operations, customer service, or community-facing roles Experience managing databases preferred Excellent written and verbal communication skills Exhibits strong relationship management skills and maintains professionalism and effectiveness when navigating complex or high-pressure situations. Must be able to work some evenings and weekends Adept at spreadsheets and tracking expenses Experience with Gmail, Google Docs, Asana, Slack, Eventbrite Preferred Qualifications: Bachelor’s Degree 2-3 years of administrative/operations experience, or community-facing roles 1-2 years of experience in project management, including coordinating schedules, managing timelines, and overseeing task delegation within a team setting. Physical Requirements: Must be able to lift and carry up to 25lbs., for lifting supplies and materials, as needed Position continually requires the ability to talk and hear both in person and over the phone, visual acuity; ability to operate equipment, read, and use a keyboard Position requires sitting, or standing, and working with a computer for extended periods of time. About our Benefits As part of our overall compensation package, we offer work/life flexibility, comprehensive health benefits, paid time off, and generous retirement contributions designed to support you and your family. Details: 100% employer-paid medical, dental, and long-term disability for full-time employees only. Option to add vision and dependents. 401K employee and employer contributions. Paid time off to support you while you are out of the office. Paid holidays so our employees can spend time with those they care about. Employer-paid AD&D life insurance, with employee option to add supplemental life insurance.

Responsibilities

The Facilities & Workspace Coordinator is responsible for the day-to-day functionality and upkeep of Build in Tulsa’s physical workspace, ensuring a clean and safe environment. This role also involves providing front-facing support to entrepreneurs, partners, and visitors, fostering a welcoming atmosphere.