Workplace Experience Coordinator

Navan•Austin, TX

6d•Onsite

About The Position

Our Workplace Experience Team is growing and we’re looking for a hands-on Workplace Experience Coordinator to assist with the day-to-day operations and experience of our office. This role is pivotal in maintaining a well-functioning, safe, and welcoming workplace that supports our employees’ productivity and well-being. The role will balance the immediate needs of the office (from troubleshooting a leak to welcoming a VIP) with long-term projects designed to improve our environment. We need a proactive, detail-oriented problem solver who thrives on variety and takes pride in delivering an exceptional workplace experience. This role is an essential role and will have an in-office requirement based in Austin, Texas.

Requirements

1 to 3 years of experience in office management, facilities coordination, or a similar role, preferably in a fast-paced or dynamic environment.
Demonstrated experience managing vendors and contractors for both hard and soft services in a corporate setting.
Proven ability to manage competing priorities, work independently, and see tasks through to 100% completion.
A skilled communicator who can navigate internal and external interactions with ease and professional polish.
Experience with budgeting, purchasing, and financial reconciliation.
A self-starter with exceptional organizational skills and a "can-do" mentality who is able to act with minimal information.
Proficiency in G-Suite, Slack, Jira, and other modern office-related software.
Comfortable with physical tasks, including lifting and coordinating the setup for office spaces.

Responsibilities

Act as the primary on-site owner for all office issues and manage resolutions from start to finish, whether it is a minor maintenance request or an urgent building system failure.
Conduct daily walkthroughs to ensure the space remains pristine, functional, and safe by identifying maintenance needs and inventory shortages before they impact the team.
Serve as the main point of contact for all on-site contractors (cleaning, catering, HVAC, plumbing, and security) to ensure high-quality service delivery and adherence to building protocols.
Maintain the operational health of building systems and troubleshoot issues to oversee vendor-led resolutions effectively.
Ensure full compliance with Indian OSHWC Code and statutory safety standards, overseeing the maintenance of fire fighting systems, first aid protocols, and regular emergency evacuation drills.
Drive projects that improve the physical workplace and internal operating systems, including environment upgrades and refining workflows for managing daily requests.
Own the operational execution of office moves and reconfigurations by coordinating with internal stakeholders and moving vendors to ensure all physical setups and timelines are met.
Manage the end-to-end process for office and pantry inventory, including sourcing, ordering, and tracking expenditures against the budget.
Oversee essential daily services including mail, deliveries, and internal ticketing to ensure timely resolution and professional follow-up.
Support the onboarding and off-boarding process by coordinating with internal teams to ensure all necessary access and resources are ready for an employee’s first and last day.
Maintain the site playbook and standard operating procedures to ensure operational consistency and clarity for the broader team.
Utilize project management tools (G-Suite, Slack, Jira) to prioritize and complete high-volume tasks with minimal supervision.
Deliver an exceptional guest experience by providing high-touch professionalism and hospitality for all visitors, including executives and VIPs.
Organize office events and cultural gatherings such as happy hours, celebrations, and all-hands meetings.
Communicate effectively and professionally across all channels (in-person, email, and Slack) to promote events, foster collaboration, and provide timely guidance to the team.
Collaborate with leadership to foster a workplace environment that prioritizes employee well-being, safety, and engagement.
Collect and share data-driven insights regarding employee and office needs to inform future action plans and improve