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About the Role

The Workplace Operations Coordinator is responsible for delivering a seamless, welcoming, and well-functioning physical workplace experience. This role oversees day-to-day office operations, facilities coordination, reception services, event and meeting coordination, and onsite support to ensure employees, visitors, and vendors experience a professional and efficient office environment. The ideal candidate is hands-on, service-oriented, highly organized, and proactive.

Responsibilities

Oversee day-to-day office operations to ensure a well-organized, efficient, and professional workplace environment
Conduct regular office walkthroughs to identify maintenance issues, safety concerns, and opportunities for improvement
Manage office inventory, supplies, and equipment; place orders as needed and maintain appropriate stock levels
Coordinate with building management, maintenance teams, and service providers to address repairs, facilities issues, and general upkeep
Serve as the primary point of contact for office vendors and contractors, including cleaners, shipping services, and other workplace-related providers
Support workplace health, safety, and compliance standards in alignment with company policies
Assist with onboarding new hires by coordinating workspace readiness, access credentials, and issuing employee badges
Track and manage workplace-related invoices, purchase orders, and expense documentation as needed
Greet visitors, clients, and employees with professionalism and a welcoming demeanor, serving as the first point of contact for the office
Answer, screen, and direct incoming calls, emails, and general inquiries in a timely and courteous manner
Manage incoming and outgoing mail, packages, and shipments; coordinate closely with facilities and shipping vendors
Maintain a clean, organized, and welcoming reception area, conference rooms, and common spaces
Manage conference room scheduling and ensure rooms are properly set up, stocked, and equipped for meetings
Coordinate with Executive Assistants and internal stakeholders to support on-site meetings and events, particularly when meeting owners are remote
Assist with the planning, setup, and day-of execution of onsite meetings, events, and employee activities
Act as a liaison between Commvault employees and external service providers to ensure clear communication and timely issue resolution
Provide general administrative support and assist teams with special projects, ad hoc requests, and operational initiatives
Support internal communications related to office operations, workplace policies, and employee updates
Maintain workplace documentation, procedures, and checklists
Identify opportunities to improve workplace processes, operational efficiency, and the overall employee experience

Requirements

2+ years of experience in workplace coordination, office management, facilities, or similar roles
Strong organisational and multitasking skills with attention to detail
Excellent interpersonal, communication, and customer-service skills
Comfortable working onsite and handling hands-on operational responsibilities
Ability to work independently, anticipate needs, and resolve issues proactively
Experience coordinating vendors and working with building management
Proficiency with standard office tools (Google Workspace, Microsoft Office; Visitor Management Systems; Service Now ticketing systems a plus)

Skills

Workplace coordination
Office management
Facilities management
Organizational skills
Multitasking skills
Attention to detail
Interpersonal skills
Communication skills
Customer-service skills
Vendor coordination
Building management coordination
Google Workspace
Microsoft Office
Visitor Management Systems
Service Now ticketing systems

Work Type

Onsite

Experience Level

2+ years of experience