Workplace Coordinator

2 months ago

india WeddingWire India Full time

ABOUT THE ROLE AND OUR TEAM:

The Senior Coordinator Workplace position is a service-oriented individual and responsible for delivering an exceptional client experience to our internal team. You will play a vital role in aiding in the support of hybrid work, managing all office vendor relationships, and operational projects. This role is critical in supporting a global frameworking but can operate autonomously given the time zone differences across the world. We are looking for a positive self-starter who is eager to thrive in a dynamic environment and is deeply passionate about providing high quality support.

This role is considered essential and required to be in our Gurugram office 5 days a week. The working hours will be: 5:30pm-3:30am IST. This will ensure both our evening team has workplace representation and accessibility from the beginning to the end of the shift including the coordination of transportation of security rides home.

The individual will be highly organised, able to diagnose, report and/or resolve workplace issues quickly. This position will be actively engaged in providing a hospitality experience, and able to manage multiple internal stakeholders, events and competing priorities.



RESPONSIBILITIES - Include but not limited to :


Office Management

  • Communicate timely office updates to employees and answer employee questions that arise related to office experience and operations
  • Actively reach out to vendors for competitive pricing and negotiating to ensure we keep within budget
  • Monitor office cleanliness and maintenance; manage and communicate with cleaning and janitorial vendors. Communicate with employees and guests on office expectations to ensure the workplace is well-maintained
  • Maintain office supplies inventory
  • Assist with vendor management alongside Manager, Workplace (who sits in Spain) and our HR partners on site. Escalate requests to manager when needed
  • Manage of the security access cards for offices; responsible for monthly access card data reporting
  • Manage guest check-ins, access and badges following security protocols for activation/deactivation
  • Serve as the initial point of contact for all office-related enquiries including liaison with building manager, Landlord and the broader Workplace team
  • Manage inbound/outbound post deliveries
  • Serve as the office health and safety point of contact and maintain the related health and safety policies and compliance/observance
  • Organise office, storage and desk moves as needed
  • Support the Workplace team with ad hoc administration


Employee Experience

  • Collaborate with the Community team member to facilitate events and onsite meetings
  • Manage the local office event budget, tracking all monthly expenses accurately.
  • Support Community team onsite with the planning and set up of TKWW four annual Signature Events as needed.


SUCCESSFUL CANDIDATES HAVE:


  • Are able and willing to work in the office. This person must be in office 5 days a week.
  • Willing and able to work 5:30PM-3:30AM IST.
  • Proven track record of impeccable customer service and hospitality.
  • 3-5 years of Workplace related experience, with 2 of these years in office support
  • Knowledge of Word, Excel, PowerPoint, Google Calendar, and G-Suite
  • Ability to solve problems independently, and also escalate to management when needed.
  • Thrive in a multi-tasked, fast paced environment
  • Demonstrated strong communication skills and able to articulate ideas in an organised concise manner with strong written and verbal skills
  • Desire to innovate, identify problems and find creative solutions
  • Ability to thrive in an atmosphere of constant change
  • Ability to work independently, be resourceful and find solutions but also knows when to escalate problems that may arise
  • Strong organisational skills
  • Proven track record of partnering with vendors and ensuring adherence to vendor SLA
  • Ability to maintain strict confidentiality
  • Ability to prioritise and effectively anticipate and respond to issues as they arise
  • Knowledge of health and safety would be an advantage

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