Workplace Operations Coordinator

Role Overview

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.

Key Responsibilities

Office Management & Workplace Operations

• 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
• Manage the local visitor management and card access system for the office
• Track and manage workplace-related invoices, purchase orders, and expense documentation as needed

Reception & Front Desk Responsibilities

• 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

Administrative & Team Support

• 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

Qualifications & Skills

• 2+ years of experience in workplace coordination, office management, facilities, or similar roles
• Strong organizational 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)

 

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