Workplace Coordinator

Role: Workplace Coordinator (Atlanta)
Department: Operations / Finance (Americas)
Location: Atlanta - Disguise Experience Center
Reports into: Finance Director, Americas (on-site)
Contract: Full time - Fully on site

 

About the role

The Workplace Coordinator is the on-the-ground operational owner of our Atlanta Experience Center - the person who turns the standards, frameworks and KPIs set by our global functional leaders into a daily, lived reality on site. Working from the office full time, you will execute against blueprints created by the VP of Customer Engagement (Experience Center), the Head of Service Center, the Operations department (Storage & Inventory), and the Head of Support / R&D (Testing & Server), making sure each zone of the building performs to the standard its function demands.

You will report into the Finance Director, Americas, who is also based on site - giving you a direct line into local leadership for budgets, vendors, escalations and decision-making. This is a dynamic, people-facing role that blends facilities coordination, front-of-house hospitality, vendor management and operational support, while collaborating closely with colleagues across our global offices in LA, New York and London.

What you will do

Disguise Experience Center - delivering to the VP of Customer Engagement

• Maintain the Experience Center to the presentation, cleanliness and readiness standards set by the VP of Customer Engagement, ensuring it is always client-ready.
• Coordinate set-up and tear-down for customer visits, demos and showcases in line with the brief provided by the Customer Engagement team.
• Liaise with SD, IT and demo owners ahead of visits to ensure technology, signage and hospitality elements are in place.
• Track usage, raise issues with equipment or finishes early, and feed back on visitor experience so the framework can evolve.
• Organise events

Service Center — delivering to the Head of Service Center

• Support the day-to-day workplace operations of the Service Center to the standards defined by the Head of Service Center.
• Coordinate inbound and outbound shipments, RMAs and courier movements through the pass-thru, ensuring traceability.
• Flag stock, tooling or space issues to the Head of Service Center and assist with remediation.

R&D / Testing & Server - delivering to the Head of Support / R&D

• Keep the R&D areas maintained to the environmental, access and housekeeping standards set by Support / R&D.
• Coordinate vendor visits (HVAC, electrical, cleaning) into these sensitive areas.
• Support the Support / R&D team with logistics around test kit, deliveries and disposals.

Storage & Inventory - delivering to the Operations department

• Oversee stock and inventory management across storage areas 
• Maintain accurate inventory records and coordinate replenishment of supplies and equipment.
• Conduct routine stock audits and liaise with relevant stakeholders regarding inventory needs.
• Support operational efficiency through effective organisation, tracking and management of office and service-related assets.

Workplace, Front-of-House & Office Operations

• Open the office each morning and ensure all shared spaces are ready for the day.
• Be the friendly first face people see - welcoming visitors, partners and team members into the office.
• Manage incoming calls and shared inboxes, responding promptly and professionally.
• Coordinate mail, deliveries and courier services.
• Support Health & Safety compliance - record keeping, promoting safe working practices.
• Monitor the office environment and conditions, spotting issues early and coordinating repairs.
• Manage general office supplies - ordering, stock control and supplier coordination.
• Assist with space planning and general workplace organisation to keep the office productive, functional and enjoyable.

Coordination & Administration

• Support the planning and delivery of internal events, meetings and team activities.
• Onboard new starters on their first day with office tour, IT set-up, office access etc.
• Help with seasonal activities and office parties (Christmas, Halloween, Summer party, After Dark events, and others).
• Work with the People team and Operations to plan workplace wellbeing activities.
• Maintain clear, accurate records and organised documentation systems.
• Provide day-to-day administrative support to the on-site leadership team.

What we are looking for

• 2+ years previous experience in office coordination, workplace, facilities, or administrative roles - in a multi-zone environment (showroom, lab, workshop, service centre or similar)
• Experience overseeing stock and inventory management including stock audits and inventory records
• A basic understanding of workplace Health & Safety practices 
• Experience working closely with finance - raising POs, tracking spend against budget, managing vendor invoicing
• Strong organisational skills and great attention to detail.
• A proactive, hands-on mindset with a natural ability to problem-solve.
• Comfort operating across multiple internal stakeholders, each with their own standards — able to hold the line for each without losing sight of the whole.
• Excellent communication and people skills - approachable and confident interacting with a wide range of stakeholders, from execs to vendors to visiting clients.

Skills, behaviours and values we are looking for

• High level of attention to detail: able to keep reports, inventory and documentation up to date across multiple zones.
• Winning mindset: brave, bold and striving for growth.
• Driven: proactive and passionate in seeking what might not immediately be apparent.
• Dependable: both a team player and autonomous agent to drive results.
• Dynamic: able to pivot quickly with energy and resilience.
• No Ego: approachable, authentic and humble.

About Disguise

Disguise is the industry-leading platform sitting at the heart of a new era of visual experiences. One powerful integrated system of software, hardware and services to help create the next dimension of real-time spectacle.
We partner with the biggest entertainment brands and companies in the world to deliver the A-list of live music events, live TV broadcasts, immersive experiences, installations, theatre, film and TV production, corporate communications and brand product launches. Working with Disney, Snapchat, Netflix, ESPN, the Burj Khalifa, and Adele, Disguise is the number one partner delivering the next dimension of entertainment. 

 

Don’t Disguise your differences.

Innovation comes from everyone. We strive to create a workplace that reflects our diverse audience. We celebrate our people for their full authentic selves, and embrace uniqueness. Inclusion and Equity matter at Disguise. We create together and we create everywhere. 

 

Our values

• Honest. We are real with ourselves and our clients and share our ideas with openness and transparency. 
• Evolutionary. We innovate using our user’s ever-changing needs so our technology remains ahead-of-the-game.
• Fearless. We take the best path, not the easiest, and innovate where it’s right, not where it’s simplest.
• Resilience. We don’t give up until we find the right solution, even if it means going outside our remit.
• Belong.  We create an environment where everyone feels like they belong and is empowered to do their best work.

 

Our benefits

• We have a suite of globally relevant competitive benefits packages as we want to make sure we retain the best talent out there. Our benefits for every perm hire, globally include:
• Unlimited Paid Time Off - with minimum time you must take set at 20% above statutory
• Hybrid working between home and our offices (dependent on role and location)
• Mental health and wellbeing support - subscription to the Calm app, mental health first-aid buddies, employee assistance programmes
• Gig allowance - £400 (or local equivalent) to spend on tickets every year to immerse yourself in our industries
• Belonging policies -  including (but not limited to) support for Parental, Fertility, Miscarriage, Menopause and Transitioning
• Training, coaching & mentoring