Office Coordinator

We are looking for a professional, dynamic, team player and active person with facilities and office management experience. In this role, you will be the heartbeat of our office—ensuring a seamless daily experience for our engineers, leaders and guests. This role includes managing all day-to-day office processes, coordinating small projects, and maintaining the overall facility.  

This is an office-based position.

What You’ll Do

Execute daily office walkthroughs to ensure that the office is sparkling clean and fully stocked with the supplies employees need
Work with the Global Workplace Team and contractors to ensure health & safety, including fire safety. Maintain a supply of first aid equipment
Manage ordering of food/drinks and supplies, including vendor coordination (janitorial services, utility vendors, food suppliers, etc.) and associated budgets
Ensure a welcoming reception experience for employees and visitors. Manage mail/shipping functions for the office.
Support new hire onboarding with desk set-up, office tours, and supplies. Set a positive tone for new hires
Act as a point of contact for employee and visitor requests, comments, and concerns
Manage office ticketing system and resolve requests or issues efficiently
Execute preventative office maintenance and small projects, including budget management
Coordinate all purchases of furniture, fixtures, and equipment for the office
Work with property management to ensure maintenance is being performed and all issues are resolved
Ensure the office is compliant with Veeva security standards, including managing the badging process in the office
Manage and coordinate all logistical details for onsite events - meeting rooms, AV setup, food & beverage, and rentals
Work with employees to develop regular gatherings and office events
Plan and execute annual employee events, including holiday party and summer event
Raise invoices through Coupa, track payments, and actively follow up with vendors for missing invoices while maintaining strict data privacy.

Requirements

Bachelor’s degree in any stream (B. Com, BBA, BA, etc.) with [3–5] years of experience in office administration, front desk, or operations
Fluent verbal and written communication skills in English
Excellent customer service and communication/interpersonal skills
Self-starter with a positive, can-do attitude. Able to work in a dynamic environment
Strong project management skills, able to juggle multiple tasks with accuracy
Intermediate to Advanced MS Office (Word, Excel, PPT) and general computer skills , Working knowledge of Google Workspace (Docs, Sheets, Calendar).
Onsite role - office-based from Monday – Friday
Must be committed to the required working hours at the office

Nice to Have

Prior experience working in a product development company, or an international IT setup with a diverse, multicultural workforce.