Workplace Support Coordindator

About The Role

This is a unique opportunity to be instrumental in setting up and managing our brand new office in India. As the Workplace Support Co-ordindator, you will be the go-to person for all office operations, ensuring our new space is not just functional but also a great place for our team of approximately 20 members to collaborate, innovate, and thrive. You will play a key role in establishing systems, managing vendors, and ensuring a seamless, safe, and efficient workplace experience from day one.

Key Responsibilities

• Office Setup & Launch: Play a key role in the initial office setup, including coordinating with building management for minor fit-outs or renovations, establishing essential services, and setting up operational workflows.
• Comprehensive Facility Management: Oversee all day-to-day office operations, including maintenance schedules, space planning and organization, managing office supplies inventory, and ensuring a consistently clean, professional, and welcoming environment.
• Vendor Enlistment & Management: Identify, evaluate, enlist, and manage relationships with essential service providers and suppliers (e.g., cleaning services, maintenance contractors, couriers, office supplies, car service provider). Regularly review service quality and cost-effectiveness.
• Health, Safety & Security: Implement and maintain health and safety procedures in line with local regulations and company standards. Ensure the office is a safe and secure environment for all team members.
• Stakeholder Coordination: Act as the primary point of contact for building management and internal stakeholders regarding office matters. Coordinate repairs, maintenance, and other facility-related activities efficiently.
• Invoicing & Procurement: Prepare necessary correspondence, process invoices accurately and in a timely manner, and potentially assist with minor purchasing of workplace-related expenses.
• Team & Workplace Experience: Proactively support the needs of the local team (approx. 20 members), fostering a positive and collaborative office culture. Be the first point of contact for workplace-related queries or issues and align with the Workplace Experience Specialist.
• Logistics & Manual Tasks: Handle incoming deliveries, assist with organizing office space, furniture setup/adjustments, and other hands-on tasks as required.
• Inclusion and Belonging/ Other office events: Actively contribute to planning and executing assigned inclusion & belonging initiatives and other office events.
• Process Improvement & Projects: Identify opportunities to improve office efficiency and the workplace experience. Assist the Senior Workplace Support Specialist with ad-hoc projects as needed.
• Reporting & Communication: Provide regular updates on office operations, vendor performance, and ongoing projects to the Senior Workplace Support Specialist.
• Business Travel & Cross-function Support: Coordinate business travel arrangements (if required) for the local team. Provide administrative and Airport Protocol to visiting teams (such as the Buying Team) and teams from different international hubs (Bangladesh, Hong Kong etc.)

Who You Are

• Proven experience in office management, facilities coordination, or a similar workplace support role, preferably within a multinational company environment. Experience with new office setups is highly advantageous.
• Freshers can also apply if confident about the responsibilites.
• Excellent interpersonal and communication skills, fluent in English (written and spoken).
• Proficient with office technology, including Google Suite (Docs, Sheets, Calendar, Meet).
• Demonstrated experience in vendor management, including selection and performance monitoring.
• Proactive, hands-on approach with strong problem-solving skills and a can-do attitude.
• Detail-oriented and capable of working independently while also being a strong team player.
• Solid understanding of basic invoice processing and administrative procedures.
• Awareness of standard Health & Safety regulations relevant to an office environment.
• Comfortable working in a dynamic environment, adapting to change and ambiguity, particularly during the initial setup phase.
• Passionate about creating a positive, efficient, and inclusive workplace culture.

What We Offer

• A competitive salary and benefits package.
• The exciting opportunity to shape the workplace environment of a new office from the ground up.
• Opportunity to work in a cross-cultural team scattered across Asia.
• Scope for professional growth within a growing company.