Workplace Programs and Transformation Coordinator

This is a Full Time Job

Job Title: Coordinator, Workplace Programs & Transformation

A little bit about our team:

You will be a part of the US Workplace Experience team, designed to imagine, create, and maintain innovative workplaces to accommodate the needs of our ever-changing business. This includes Real Estate, Capital Projects, Facilities, Security, Hospitality & Events, and Studio Operations.

Your role:

As a Coordinator, Workplace Programs & Transformation, you will be at the heart of ensuring a seamless and efficient workplace experience at WMG. This dynamic role involves assisting with the coordination of diverse programs across our global workplaces - from Real Estate and Capital Projects to Facilities and Events. You'll contribute by managing critical data for insights, supporting financial operations, and ensuring strong governance, all while contributing to continuous improvement and a positive employee experience across our offices. While you will primarily act as the programmatic anchor for our East Coast and regional sites, you will support the full lifecycle of our department's initiatives, helping to transform our operational standards into scalable global models. If you're energized by supporting complex operations and want to help create spaces that are both efficient and inspiring, this is the role for you.

Here you'll get to:
• Program Support & Coordination
• Assist in the coordination and execution of cross-functional program tasks and initiatives across the full Workplace Experience lifecycle – property management, construction and development, building operations, protection services, guest services & events, and studio management – ensuring alignment with strategic goals and timelines.
• Drive continuous improvement through post-mortems, lessons learned, and process refinements, while assisting teams in adopting new systems and processes to enhance future program execution.
• Promote clear and timely communication and collaboration by facilitating meetings and managing action items. Coordinate deliverables to strengthen working relationships and drive execution with both inside and outside parties.
• Provide supplemental support as needed for complex or concurrent events.
• Data & Research Analysis
• Assist in monitoring workplace trends and new technologies, supporting the team in exploring and understanding evolving workplace transformation and program management practices.
• Collect and organize program data, such as occupancy and service utilization, to create basic reports and presentations to communicate insights and manage operational information.
• Participate in efforts to streamline operational processes and improve team efficiency including the development and maintenance of program documentation, standards, and systems.
• Support various business units by responding to information requests, gathering relevant data, and assisting in the resolution of operational issues through research, documentation, and cross-functional coordination.
• Governance & Administrative Services
• Facilitate regional workplace service delivery by acting as a liaison between employees and functional partners, ensuring timely inquiry resolution and maintaining operational consistency.
• Manage program-related financial tasks, including coding and processing invoices, tracking payment schedules, facilitating vendor onboarding, and liaising with internal and external teams to resolve billing issues and ensure timely, accurate payments.
• Develop data reports, dashboards, and presentations for stakeholders to support data-driven decision-making, while contributing to operational excellence through streamlined administrative processes and best practice implementation.
• Oversee the integrity of regional space and occupancy data within an Integrated Workplace Management System (IWMS) to support strategic planning and optimize workplace efficiency across North America hubs, with the intent to scale globally.
• Support the development, implementation, and ongoing maintenance of WPX governance frameworks, policies, and processes, while assisting in monitoring compliance to ensure adherence and accountability.

About you:
• Demonstrated ability to support multiple workstreams simultaneously through structured task management, timeline tracking, and clear documentation.
• Strong verbal and written communication skills; experienced in scheduling meetings, preparing agendas, and coordinating follow-ups across teams.
• Proficient in collecting, organizing, and synthesizing data to support reporting, analysis, and operational decision-making.
• Familiarity with basic financial processes including invoice tracking, expense reconciliation, and budget monitoring.
• Highly organized and detail-oriented, with a consistent focus on maintaining accurate records and ensuring process compliance.
• Resourceful and solutions-oriented; able to independently troubleshoot routine issues and collaborate with cross-functional partners to identify resolutions.
• Experience using productivity and data management tools (e.g., Google Workspace, Excel, Smartsheet, or equivalent).

We'd love it if you also had:
• Familiarity with workplace systems and tools (e.g., IWMS, space planning, seating management) that support hybrid work and space optimization.
• Interest in emerging workplace trends, tools, and best practices, with a curiosity-driven mindset and willingness to adopt new approaches.
• Experience contributing to process improvement initiatives, including documenting workflows and identifying opportunities to streamline operations.
• Experience working in or supporting a creative or artist-facing org