Facilities & Workplace Operations Coordinator

About the job

OVERVIEW

Discover greater levels of performance. With over 1,400 stores throughout the U.S., Ulta Beauty is revolutionizing the beauty retail experience. With new stores coming online on a continual basis and the re-engineering of existing locations with the latest design and technological advancements for heightened guest experiences, we’re not just growing, we’re thriving. Through consistent innovation and a bold commitment to reimagination. If you want the opportunity to build something strategic, to take ownership of your career trajectory, to apply your passion to operational excellence, Ulta Beauty provides the kind of stability and support few organizations can match. So be curious. Be flexible. Be more than you thought possible. The future is yours at Ulta Beauty.

Facilities & Workplace Operations Coordinator

Location: Bolingbrook, IL Schedule: Full-time, Monday–Friday (40 hours/week between 6 AM–5 PM as determined by the Facilities Manager)

WHAT WE’RE LOOKING FOR

We are seeking a highly organized, customer-focused workplace professional who thrives in a dynamic, fast-paced environment. The ideal candidate combines strong operational execution with exceptional service delivery and can effectively support facilities operations, workplace experience initiatives, hybrid workplace programs, events, vendors, and employee services.

This role requires sound judgment, independent decision-making, strong interpersonal skills, and the ability to manage multiple priorities while maintaining a safe, productive, and engaging workplace environment.

What You Bring to the Role

• Exceptional Customer Service – You go above and beyond to ensure employee needs are met.
• Strong Interpersonal Skills – You build positive relationships and communicate clearly.
• Self-Starter Attitude – You manage tasks independently with little oversight.
• Problem-Solving Mindset – You think critically and resolve issues proactively.
• Organized & Detail-Oriented – You’re thorough, punctual, and accountable.
• Composed Under Pressure – Flexibility and composure in high-volume, rapidly changing environments.
• Communication–Ability to collaborate effectively with employees, executives, vendors, landlords, and business partners.

GENERAL SUMMARY & SCOPE

The Facilities & Workplace Operations Coordinator plays a critical role in supporting workplace operations across a 350,000-square-foot corporate campus environment as well as our mock store. This position is responsible for facilities coordination, workplace experience delivery, hybrid workplace support, vendor management, logistics operations, space management, multipurpose conference center operations, employee engagement initiatives, and event execution.

The role serves as a key liaison between employees, executive leadership, vendors, building management, landlords, and internal business partners to ensure a safe, functional, and highly engaging workplace environment. This position also supports occupancy readiness, business continuity, operational efficiency, and workplace experience initiatives that directly impact employee productivity and engagement.

KEY RESPONSIBILITIES

Workplace & Space Management

• Execute shared seating and hybrid workplace strategies utilizing workplace management systems.
• Administer desk reservation, multipurpose room scheduling, and space reservation platforms.
• Support workplace occupancy planning, collaboration days, and employee seating.
• Coordinate office moves, workstation adjustments, furniture installations, and workplace reconfigurations.
• Maintain floor plans, seating plans, occupancy records, and workplace documentation.
• Support corporate campus space planning initiatives and workplace optimization efforts.

Facilities & Workplace Operations

• Monitor facility conditions and coordinate maintenance, repairs, preventive maintenance activities, and service requests.
• Manage work order ticketing and coordinate directly with building engineering teams and service providers.
• Serve as the primary liaison between employees, vendors, property management, landlords, and building operations teams.
• Oversee vendor compliance documentation, certificates of insurance, service contracts, and operational records.
• Support workplace safety, OSHA compliance, emergency preparedness, evacuation planning, and life-safety initiatives.
• Coordinate facility infrastructure support including IDF room cooling, equipment maintenance, and operational readiness.
• Manage workplace signage, building standards, and overall workplace appearance.
• Support operating and capital project activities, including tracking expenditures, approvals, and project coordination.
• Identify process improvement opportunities that enhance workplace efficiency and service delivery.

Vendor & Business Operations Management

• Coordinate and oversee relationships with 50+ vendors, contractors, and service providers.
• Support execution of approximately $200K in annual operating expense budgets and $250K in capital project expenditure.
• Manage vendor scheduling, service delivery, and workplace experience standards.
• Facilitate purchasing, invoicing, inventory management, and operational documentation.
• Support workplace operations across multiple corporate locations as assigned.

Logistics, Shipping & Mail Services

• Manage mailroom operations, priority mail services, package distribution, and shipping/receiving functions.

• Coordinate inbound and outbound logistics activities for employees, departments, events, and corporate initiatives.

• Support employee onboarding and offboarding logistics, shipping coordination, and workplace transitions.

• Coordinate corporate marketing distribution campaigns and workplace service requests.

• Maintain inventory levels for office, pantry, facilities, and event-related supplies.

Employee Experience, Meetings & Events

• Manage conference room readiness, Multipurpose room and building room rental space coordination, and workplace hospitality services.
• Support executive meetings, leadership events, and collaboration day operations.
• Coordinate/support both onsite and offsite corporate events, community partnerships, charitable initiatives, and volunteer activities as necessary.
• Coordinate brand activations, photo shoots, filming activities, mock store events, and special corporate programs.
• Manage event logistics including furniture, vendors, property management coordination, and event readiness.
• Serve as a key operational partner for meeting and event execution across the corporate campus.

Technology & Administrative Support

• Utilize workplace technologies including OfficeSpace, Greetly, Microsoft Teams, SharePoint, Visio, Shimmer, digital work order systems, and other workplace platforms.
• Maintain workplace records, operational reports, floor plans, dashboards, and service documentation.
• Monitor facilities communication channels, service requests, and workflow systems.
• Support reporting, analytics, and strategic workplace initiatives as directed by leadership.

SKILLS & QUALIFICATIONS

Required

• High school diploma or equivalent.
• Minimum 3-5 years of experience in workplace operations, facilities coordination, office services, hospitality, event management, logistics, or related fields.
• Experience coordinating vendors, facilities services, workplace operations, and employee support functions.
• Strong organizational, communication, and problem-solving skills.
• Ability to manage multiple priorities and deadlines in a dynamic environment.
• Professional presence and ability to work effectively with employees at all levels, including senior leadership.

Technical Skills

• Proficiency with Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Teams, SharePoint, Visio).
• Experience with workplace management, desk reservation, visitor management, work order, and space planning systems.
• Working knowledge of budgeting, invoice processing, vendor management, and operational reporting.
• Ability to analyze operational data and identify opportunities for process improvement.

Physical Requirements

• Ability to stand, walk, bend, reach, and perform physical workplace support activities throughout the workday.
• Ability to lift up to 50 pounds.
• Ability to operate carts, pallet jacks, and other material handling equipment.
• Ability to support office moves, furniture installations, event setups, and workplace logistics functions.

The pay range for this position is $18.32 - $20.19 / Hour with the opportunity for eligible associates to earn additional compensation pursuant to the Company’s bonus plan. Exact pay will be based on factors including, but not limited to relevant education, qualifications, certifications, experience, level, shift, geographic location, and business and organizational needs. Full-time positions are eligible for paid time off, health, dental, vision, life and disability benefits. Part-time positions are eligible for dental, vision, life, and disability benefits. For additional information concerning our benefits, visit our Benefits and Career Development page: https://learn.bswift.com/ulta ABOUT

At Ulta Beauty (NASDAQ: ULTA), the possibilities are beautiful. Ulta Beauty is the largest North American beauty retailer and the premier beauty destination for cosmetics, fragrance, skin care products, hair care products and salon services. We bring possibilities to life through the power of beauty each and every day in our stores and online with more than 25,000 products from approximately 500 well-established and emerging beauty brands across all categories and price points, including Ulta Beauty’s own private label. Ulta Beauty also offers a full-service salon in every store featuring—hair, skin, brow, and make-up services.

We will consider for employment all qualified applicants, including those with arrest records, conviction records, or other criminal histories, in a manner consistent with the requirements of any applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance, the San Francisco Fair Chance Ordinance, and the New York City Fair Chance Act.