Workplace Coordinator

Diraq is building the world's most scalable quantum computing technology using silicon-based quantum processors. Our mission is to deliver utility-scale quantum computing by leveraging proven semiconductor manufacturing processes, enabling quantum systems to be built at the scale required to solve some of the world's most complex challenges. 

With operations spanning Australia, the United States, and Europe, Diraq is bringing together leading scientists, engineers, and business professionals to transform the future of computing. 

About the Role
 
We are seeking a proactive and highly organized Workplace Coordinator to join our Palo Alto team. This is a junior-level role that will play a key part in shaping the employee and visitor experience as Diraq enters an exciting new phase of growth in the United States. 

Over the next 12 months, this role will support the transition to Diraq's new Palo Alto workplace, helping coordinate office move activities, establish workplace processes, and ensure a seamless experience for employees, customers, investors, partners, and other visitors. As our Palo Alto office becomes a key hub for collaboration, engagement, and external interactions, this role will help create an environment that reflects Diraq's culture, professionalism, and ambition. 

Reporting to the Operations Manager, the Workplace Coordinator will support workplace operations, facilities management, vendor coordination, employee experience initiatives, and visitor services. The successful candidate will be highly organized, service-oriented, and excited by the opportunity to help build and scale workplace operations within a fast-growing global quantum computing company.

Responsibilities

Office Operations & Administration 

• Support the daily operation of the Palo Alto office and ensure the workplace remains professional, functional, and welcoming.
• Manage office supplies, consumables, kitchen inventory, and workplace amenities.
• Coordinate incoming and outgoing deliveries, mail, and shipments.
• Maintain workplace documentation, records, and administrative processes.
• Assist with onboarding and offboarding activities, including workspace setup and equipment coordination.
• Provide general administrative support to the Operations team as required.

Facilities Management 

• Conduct routine workplace inspections and identify maintenance requirements.
• Coordinate repairs, preventative maintenance, and service requests with building management and vendors.
• Monitor office equipment, furnishings, and shared spaces to ensure they remain operational and well maintained.
• Support office moves, furniture installations, and workplace improvement initiatives.
• Track facilities-related requests and ensure timely resolution.
• Liaise with external vendors, service providers, and contractors. 
• Coordinate cleaning, catering, maintenance, security, waste management, and other workplace services. 
• Raise purchase requests, track orders, and assist with invoice processing. 
• Manage vendors, contractors and suppliers for facilities

Office Relocation & Workplace Projects 

• Support planning and coordination activities associated with Diraq's Palo Alto office relocation and workplace expansion.
• Assist with move logistics, vendor coordination, furniture installation, workplace setup, employee communications, and transition planning.
• Help establish workplace standards, operating procedures, and services for the new office environment.
• Coordinate workplace project tasks and track action items to support successful project delivery.
• Assist with occupancy readiness activities and day-one operational preparedness.

Reception & Visitor Experience 

• Act as a workplace ambassador and create a welcoming, professional experience for visitors, customers, investors, suppliers, and prospective employees.
• Coordinate visitor schedules, access requirements, catering, room bookings, and onsite logistics.
• Prepare meeting spaces and visitor areas to ensure a consistently high standard of presentation.
• Support executive visits, customer demonstrations, board meetings, partner workshops, and company events.
• Partner with internal teams to deliver a world-class visitor experience that reflects Diraq's brand and culture.
• Assist with planning and coordinating internal meetings, workshops, team events, and employee engagement activities.

Health, Safety & Workplace Compliance 

• Support workplace health and safety initiatives and compliance activities.
• Assist with emergency preparedness programs, workplace inspections, and safety audits.
• Help maintain safety records, training registers, and workplace notices.
• Coordinate safety supplies and support emergency response activities as required.
• Promote safe work practices and contribute to a positive safety culture.

Employee Experience 

• Help foster a positive, inclusive, and engaging workplace environment.
• Support employee programs, recognition initiatives, and workplace communications.
• Respond to workplace-related employee enquiries in a timely and professional manner.
• Contribute ideas to improve workplace services, processes, and employee satisfaction.

Requirements

• 2+of experience in office administration, workplace coordination, facilities coordination, hospitality, or a related role.
• Associate degree, bachelor's degree, or equivalent practical experience.
• Experience working in a professional office environment.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent verbal and written communication skills.
• High attention to detail and strong problem-solving abilities.
• Customer-service mindset and a proactive approach to supporting employees and visitors.
• Ability to work independently while collaborating effectively with a broader team.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to lift and move office supplies and equipment as required.

Preferred Qualifications 

• Experience supporting facilities, workplace operations, or office management functions.
• Experience coordinating vendors, contractors, or service providers.
• Familiarity with workplace health and safety requirements.
• Experience using workplace, facilities, purchasing, or ticketing systems.
• Experience working in a fast-paced technology, engineering, or startup environment.
• First Aid certification or willingness to obtain certification.
• Experience supporting employee events and workplace engagement initiatives.

What Success Looks Like 

• The Palo Alto office operates efficiently, safely, and professionally.
• Employees have a positive workplace experience and receive responsive support.
• Facilities issues are proactively identified and resolved.
• Vendors and service providers are effectively managed.
• Workplace standards, compliance requirements, and safety expectations are consistently maintained.
• Office events and employee initiatives are executed smoothly and effectively.

Benefits

• Competitive total compensation package, including salary and equity.
• Comprehensive health cover plan.
• 401(k) retirement plan or similar retirement support, in line with local norms.
• Paid time off and company holidays. 
• Flexible working arrangements.