Workplace & Facilities Coordinator

This role supports day-to-day Workplace and Facilities operations for our India site, helping ensure a safe, efficient, and employee-friendly workplace. You will provide hands-on operational support, help coordinate vendors and service providers, and assist in executing workplace programs under the guidance of the Workplace & Facilities team. This is an overnight position that will also require working some weekends. 

What You’ll Do

• Support daily Workplace and Facilities operations on-site, helping ensure consistent service delivery and a positive employee experience.
• Help track team tasks and priorities, ensuring work is completed on time and to standard.
• Help implement processes, playbooks, and initiatives set by the Workplace and Facilities team.
• Support space planning and seating logistics, including desk moves, adds, and changes.
• Help plan and execute office events, supporting smooth day-of logistics.
• Conduct routine facility walkthroughs to help confirm compliance with safety standards and company policies; flag issues to the team.
• Support emergency preparedness activities, including drills and basic response procedures, under the direction of site leadership.
• Coordinate with vendors and contractors on day-to-day service requests for food, beverages, cleaning, and maintenance; help track service quality and follow up on issues.
• Assist with move-in/move-out logistics for office renovations and new builds.
• Help gather and organize occupancy data and employee feedback to support workplace improvement efforts.
• Track expenses and support budget administration, including invoice processing and basic variance reporting.
• Help communicate workplace updates and changes to employees.
• Provide regular status updates to your manager on ongoing tasks and projects.
• Build positive working relationships with employees, vendors, and contractors.
• Support Sustainability Team initiatives at the office location, such as recycling programs and waste tracking.

What We’re Looking For

• Experience: Bachelor’s degree (or equivalent) and 1–2 years of experience in workplace, facilities, hospitality, or office administration.
• Teamwork: Willingness to learn, take direction, and support a team; eager to grow into larger responsibilities over time.
• Communication: Clear verbal and written communication skills; comfortable interacting with employees, vendors, and contractors.
• Organization & Execution: Detail-oriented and reliable; able to manage multiple tasks and follow through on commitments.
• Problem Solving: Resourceful and proactive; flags issues early and follows up until they’re resolved.
• Vendor Coordination: Comfortable coordinating with service providers (custodial, catering, maintenance, etc.) on routine requests.
• Project Support: Able to support cross-functional projects with tasks such as scheduling, logistics, and tracking, including office construction and renovation activities.
• Budget Support: Comfortable with basic expense tracking, invoice processing, and administrative recordkeeping.
• Technology: Comfortable with Google Suite, Jira, Coupa, Slack, Claude, ChatGPT, Gemini, and Sigma, or willing to learn. Basic Excel and Google Sheets skills.
• Flexibility: Able to work in-office 5 days a week and support occasional evening or weekend needs for events or emergencies.
• Industry Knowledge: Interest in workplace trends (hybrid/remote work, workplace design) is a plus.