Workplace Experience Specialist I

Summary:

Join our dynamic team as a Workplace Experience Specialist I and play a key role in creating a seamless, vibrant workplace. You'll manage day-to-day operations at our office space, coordinate office needs, support team travel, and oversee office setups and logistics. If you're proactive, organized, and passionate about supporting a thriving team, this is the perfect opportunity for you!

Shift: Comfortable to work in Night shift - 5 PM to 2 AM / 7 PM to 4 AM

What You'll Do:

Workplace & Facilities Operations

• Assist in managing the managed space and act as a support point of contact (POC) for night shift operations in Chennai, remotely to the Bangalore/Global offices and the service providers
• Undertake any other responsibilities assigned by the Line Manager or other authorized personnel.
• Coordinate with building management, facilities, housekeeping, security, maintenance, employee transportation, and other service providers to ensure smooth workplace operations, while promptly reporting, tracking, and following up on maintenance issues, breakdowns, and service requests.
• Support office setup, relocations, seating changes, workspace modifications, and other workplace projects, while assisting employees with meeting arrangements and coordinating required AV equipment and office facilities.
• Provide coordination support for HR interviews, onboarding activities, and other HR-related requirements.

Employee Transportation & Travel & Logistics Support

• Work independently during night shifts, proactively address operational issues and emergencies, and coordinate closely with employees and vendors to ensure smooth and uninterrupted workplace operations.
• Manage employee transportation, including cab scheduling, routing, vendor coordination, trip monitoring, and employee support using transportation management software, while ensuring compliance, safety, and security remain the highest priority.
• Support travel arrangements for team members, including local, domestic, and international travel bookings, as required.
• Coordinate airport pick-ups and drop-offs and other local transportation requirements.

Food & Beverage Services

• Coordinate daily food, beverage, pantry, tea, and coffee services while maintaining adequate stock and inventory levels. 
• Coordinate with vendors to ensure timely service, quality, hygiene, cleanliness, and prompt resolution of any service-related concerns.

Employee Access & ID Card Management

• Manage employee ID and access card issuance, activation, replacement, distribution, deactivation, and record maintenance. 
• Coordinate with HR, IT, Security, and building management to support onboarding, temporary access, and timely resolution of access-related issues.

Courier, Visitor & Reception Support

• Manage visitor, contractor, vendor, VIP, and leadership access, including registration, temporary access, and coordination with security/reception teams.
• Coordinate incoming/outgoing couriers and deliveries, ensuring proper receipt, distribution, and accurate record-keeping. Maintain workplace records, trackers, checklists, reports, and support day-to-day administrative activities.

Safety, Security & Compliance

• Support workplace safety, security, and compliance by coordinating access control, visitor management, incidents, hazards, and emergency situations.
• Support night-shift employees in case of illness or health-related concerns and coordinate transportation to nearby hospitals or medical facilities for immediate medical assistance when required.

Event & Meeting Coordination

• Coordinate people experience team requirements for meetings and events, ranging from small internal meetings to large-scale events such as Family Day, festival celebrations, offsite training programs, business meetings, and external employee events.
• Support in venue setup, logistics, vendors, catering, AV requirements, transportation, and on-site coordination to ensure smooth and successful event execution.

What You Bring:

• 3-5 years of work experience in Facilities & Office Administrative roles.
• Comfortable in working in night shift and also adaptable for change as per business requirements
• Proficient in English is must; knowledge of Tamil regional language is must, any additional language will be a great p;us
• Basic skills, including proficiency in Word and Excel
• Willingness to learn and adapt quickly to new tasks and feedback.
• Comfort in drafting professional emails.
• Willingness to travel to Bangalore and other locations as required based on business needs.
• Basic experience in Transport and Office Administration.
• Ability to handle multiple tasks efficiently with a methodical approach