Workplace Specialist

Job Description

Your work days are brighter here.

At Workday, it all began with a conversation over breakfast. When our founders met at a sunny California diner, they came up with an idea to revolutionize the enterprise software market. And when we began to rise, one thing that really set us apart was our culture. A culture which was driven by our value of putting our people first. And ever since, the happiness, development, and contribution of every Workmate is central to who we are. Our Workmates believe a healthy employee-centric, collaborative culture is the essential mix of ingredients for success in business. That's why we look after our people, communities and the planet while still being profitable. Feel encouraged to shine, however that manifests: you don't need to hide who you are. You can feel the energy and the passion, it's what makes us unique. Inspired to make a brighter work day for all and transform with us to the next stage of our growth journey Bring your brightest version of you and have a brighter work day here.

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About The Team

The Real Estate & Workplace team creates and continuously improves Workday's productive and safe environments while supporting our core values and distinction as a great place to work. With this critical contribution to the company in mind, we partner with other Workday departments such as People & Purpose, IT and Finance to ensure that we are successful in delivering on this ultimate goal We take care of all things space programming new locations, delivering and managing them everything from keeping our offices looking great and functioning well, to ensuring they are operating safely and securely.

About The Role

The Workplace Specialist plays a crucial role in ensuring the smooth and efficient operation of all facilities services within the organization. This position requires a proactive, organized, and detail-oriented individual with strong communication and problem-solving skills. The Senior Facilities Coordinator will be responsible for overseeing daily facilities operations, coordinating vendor services, managing maintenance requests, and contributing to a positive and productive work environment. This role often involves event management and taking on more complex projects.

- Facilities Operations & Maintenance:

- Oversee daily facilities operations, including general maintenance, repairs, and preventative maintenance schedules for HVAC, electrical, plumbing, and other building systems.
- Conduct regular inspections of the premises to identify maintenance needs, safety hazards, and areas for improvement.
- Respond promptly to facilities-related requests and issues, ensuring timely resolution and high levels of occupant satisfaction.
- Manage and track work orders, ensuring proper documentation and follow-up.
- Assist in the development and implementation of facilities policies and procedures.

- Employee Engagement and Events:

- Partner with workmate community leaders to organize employee relations events.
- Assist in the planning and execution of workplace events.
- Supporting the IFM team for the snack program orders for PAN India Locations
- Co-ordinating with the IFM team for snack changes, snack pop ups and set ups at Workplace and Finalising menus for snack program pop-ups.

- Vendor and Financial Management:

- Maintain strong relationships with vendors, ensuring SOW compliance.
- Process vendor invoices on time and handle PO requests.
- Raising WSS tickets for vendors for PO generation.
- Support accrual and budget management.
- Act as the primary point of contact for a variety of facilities vendors and contractors
- Assist in tracking facilities expenditures and provide input for budget forecasting.
- Prepare reports on facilities activities, maintenance issues, and performance metrics.

- Communication and Coordination:

- Update and maintain reception guides, visitor guides, and the site workplace page.
- Liaise with the global workplace safety (GWS) team for vendor entries, safety activities, and life safety compliance.
- Managing and updating the Horizon( internal communication page) of Workday Pune office ensuring all information is uploaded and the news pages are published from time to time.

About You

Basic Qualifications:

- Education:

- Bachelor's degree in any stream or a related field preferred.
- Soft service and Hospitality Experience / Diploma or equivalent required.

- Experience:

- Minimum of 5+ years of experience in a facilities coordination or similar role
- Proven experience managing vendors and contractors.
- Experience with preventative maintenance programs.

- Skills

- Strong organizational and time management skills: Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines.
- Excellent communication skills (written and verbal): Ability to interact professionally with employees, vendors, and management at all levels.
- Problem-solving abilities: Proactive approach to identifying and resolving issues efficiently.
- Technical aptitude: Basic understanding of building systems (HVAC, electrical, plumbing).
- Customer service orientation: Commitment to providing excellent service to internal and external stakeholders
- Event Management knowledge to execute events on site & off site
- Proficiency in MS Office Suite: Word, Excel, Outlook, PowerPoint.
- Experience with Facilities Management Software is a strong plus.
- Ability to work independently and as part of a team.
- Strong attention to detail and accuracy.

Preferred Qualifications:

- Relevant certifications (e.g., FMP, CFM, IFMA) are a plus.
- Knowledge of local building codes and safety regulations.
- Experience in industry like tech, or hospitality

Working Conditions:

- Primarily office-based, with regular movement throughout the facility , 5 days a week
- May require occasional off-hours or weekend work for emergencies or special projects.

Our Approach to Flexible Work

With Flex Work, we're combining the best of both worlds: in-person time and remote. Our approach enables our teams to deepen connections, maintain a strong community, and do their best work. We know that flexibility can take shape in many ways, so rather than a number of required days in-office each week, we simply spend at least half (50%) of our time each quarter in the office or in the field with our customers, prospects, and partners (depending on role). This means you'll have the freedom to create a flexible schedule that caters to your business, team, and personal needs, while being intentional to make the most of time spent together. Those in our remote home office roles also have the opportunity to come together in our offices for important moments that matter.

Are you being referred to one of our roles If so, ask your connection at Workday about our Employee Referral process

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