Facilities Coordinator

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Position Overview

The Workplace Coordinator is responsible for the seamless execution of daily workplace operations, budget compliance, and service delivery at Stripe’s Taipei office. Grounded in Stripe's Operating Principles, this role acts as the primary on-site standard-setter, serving as the critical bridge between Taipei-based employees (users), the landlord, service providers, and regional APAC management teams. The core mission is to treat the physical workspace as a product—executing workflows with extreme urgency, maintaining an aesthetic baseline of excellence, and managing facilities spend with total precision.

Core Operating Principles & Application

Every action, decision, and internal interaction must be executed through Stripe’s six operating principles:

• User First (UF): Treat every request with proactive attention; check JIRA, Slack, and email continuously to resolve internal queries before a user has to follow up twice.
• Create & Craft with Beauty (CC): Inspect the office as a standard-setter, ensuring meeting rooms, events, and communal spaces are pristine, professional, and thoughtfully curated.
• Move with Urgency & Focus (MU): Resolve critical incidents rapidly (P1 work orders within 15 minutes) and acknowledge routine queries within 1 hour.
• Collaborate Egolessly (CE): Coordinate smoothly across the APAC team, managing regional JIRA ticket triages for other offices when necessary and sharing operational insights.
• Obsess over Talent (OT): Hold soft-service and facilities vendors strictly accountable to their contracted KPIs, and conduct honest performance self-assessments.
• Stay Curious (SC): Proactively master workplace technology systems, experiment with generative AI tools to improve output, and seek out smarter ways to work.

Key Responsibilities & Deliverables

1. Digital Systems & Platforms Management

• JIRA Ticket Management: Triage, monitor, and resolve workplace service requests. Acknowledge all tickets within 1 hour, maintain zero missed tickets, and handle regional APAC cross-office ticket triages daily. Never close an internal ticket without direct user confirmation.
• Corrigo Administration: Issue proactive Work Orders (WOs) within 24 hours of detecting any office defect during rounds. Manage all vendor Purchase Orders (POs) and verify system invoices to maintain strict budget compliance.
• Slack Channel Ownership: Own and monitor the Taipei office Slack channel hourly, maintaining a friendly, concise, and solution-first "Stripe tone" for all employee communications and maintenance announcements.
• Visitor & Event Platforms: Oversee Envoy workflows to ensure 100% of external visitors and vendors are registered in accordance with global compliance policies. Coordinate event requests via Summit, ensuring complete alignment with local rules regarding catering, alcohol, and guest volumes.
• AI Tool Integration: Actively leverage AI systems (such as Gemini or Claude) to optimize report writing, data synthesis, and communications efficiency.

2. Daily Operations & Facilities Excellence

• Running the Floor: Conduct a minimum of two daily quality-audit floor rounds (the first completed immediately upon arrival) to evaluate meeting rooms, kitchens, IT amenities, and plant health. Log detected issues into Corrigo within 1 hour.
• Meeting Room Readiness: Ensure 100% of meeting rooms are fully stocked with standard functional amenities (markers, dusters, HDMI cables) and perfectly organized (cables tied away, chairs neatly arranged) before business hours begin.
• Preventative Maintenance Planning: Keep a meticulous asset inventory (AC units, UPS, coffee machines, appliances, fire equipment) and track scheduled preventative maintenance (PM) updates within Corrigo using the 52-week master sheet.
• Snag List & Space Improvements: Track all outstanding facility snag items, physically verify and photograph contractor rectifications, and coordinate space changes or workstation moves (MAC). Log and submit data-backed workplace improvement ideas ("Day 2" works) directly to the Project Management Office (PMO).
• Mailroom & Courier Operations: Organize the mailroom layout, coordinate the daily two-pickup schedule, log incoming mail via Zoom, and compile courier billing data for Stripe Accounts Payable (AP) processing.

3. Vendor & Soft Services Management

• Cleaning Oversight: Maintain a pristine office environment throughout the day. Audit cleaning schedules to ensure disruptive tasks (such as vacuuming) occur strictly outside core business hours (before 8 AM or after 7 PM).
• Pest Control & Landscaping: Coordinate monthly pest treatments, manage updated chemical MSDS paperwork with the HSE team, and audit regular interior plant watering logs to keep office greenery perfectly healthy.
• Consumables & Supplies: Track inventory thresholds for stationery, office consumables, pantry items, and first aid supplies via Google Sheets, triggering reorders before stock drops below baseline thresholds.
• Vendor Performance Management: Act as the primary local relationship manager for soft-service suppliers, driving formal Quarterly Business Reviews (QBRs) and reporting on vendor KPI data during Monthly Business Reviews (MBRs).

4. Financial Control & Cycle Deadlines

• Monthly Financial Cycle Execution: Take full accountability for the structured monthly workplace billing cycle:
  • Days 1–5: Gather all local vendor invoices.
  • Days 5–8: Complete invoice verification against work orders in Corrigo.
  • Day 9: Execute Goods Receipts within Oracle JDE.
  • Day 10: Submit comprehensive financial summaries to the Account Manager.
  • Days 15 & 25: Finalize monthly accruals and submit updated rolling forecasts to sustain a target variance of within $\pm 2\%$.
• Budget Planning Support: Map ongoing asset lifecycles and vendor pricing models to support the compilation of annual corporate facilities service budget drafts by designated autumn deadlines.

5. Stakeholder & Compliance Alignment

• Community Engagement: Act as the highly visible, warm, and professional face of workplace management. Connect personally with employees, execute specialized Day 1 orientations and office tours for new joiners, and maintain backup front-of-house coverage as required.
• Stakeholder Strategy: Maintain and execute a written Stakeholder Strategy document detailing engagement methods and communication cadences for Executive Assistants, Site Leads, building management, and IT teams.
• Meeting Participation: Prepare for and actively contribute site performance data to client meetings and business updates, presenting Taipei-specific metrics with clear professional ownership.
• Safety Compliance (EHS): Uphold local Taiwan regulations and JLL safety standards, log proactive hazard observations, and submit near-miss reports to the Regional EHS Manager on the day of discovery.

Location:

On-site –Taipei, Taiwan, China

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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