The posting
The Workplace Team is seeking a hands-on Workplace Operations Coordinator to take ownership of day-to-day operations and elevate the experience of our New York office. This role is pivotal in maintaining a well-functioning, safe, and welcoming workplace that supports our employees’ productivity and well-being.
The role will balance the immediate needs of the office (from troubleshooting a leak to welcoming a VIP with long-term projects designed to improve our environment. We need a proactive, detail-oriented problem solver who thrives on variety and takes pride in delivering an exceptional workplace experience.
This is an essential role with a requirement to be in the office 5 days a week, based in New York.
What You'll Do:
Facilities & Vendor Management
- Act as the primary on-site owner for all office issues and manage resolutions from start to finish, whether it is a minor maintenance request or an urgent building system failure.
- Conduct daily walkthroughs to ensure the space remains pristine, functional, and safe by identifying maintenance needs and inventory shortages before they impact the team.
- Serve as the main point of contact for all on-site contractors (cleaning, catering, HVAC, plumbing, and security) to ensure high-quality service delivery and adherence to building protocols.
- Maintain the operational health of building systems and troubleshoot issues to oversee vendor-led resolutions effectively.
- Ensure full compliance with Indian OSHWC Code and statutory safety standards, overseeing the maintenance of fire fighting systems, first aid protocols, and regular emergency evacuation drills.
Operational Excellence
- Drive projects that improve the physical workplace and internal operating systems, including environment upgrades and refining workflows for managing daily requests.
- Own the operational execution of office moves and reconfigurations by coordinating with internal stakeholders and moving vendors to ensure all physical setups and timelines are met.
- Manage the end-to-end process for office and pantry inventory, including sourcing, ordering, and tracking expenditures against the budget.
- Oversee essential daily services including mail, deliveries, and internal ticketing to ensure timely resolution and professional follow-up.
- Support the onboarding and off-boarding process by coordinating with internal teams to ensure all necessary access and resources are ready for an employee’s first and last day.
- Maintain the site playbook and standard operating procedures to ensure operational consistency and clarity for the broader team.
- Utilize project management tools (G-Suite, Slack, Jira) to prioritize and complete high-volume tasks with minimal supervision.
Employee & Visitor Experience
- Deliver an exceptional guest experience by providing high-touch professionalism and hospitality for all visitors, including executives and VIPs.
- Organize office events and cultural gatherings such as happy hours, celebrations, and all-hands meetings.
- Communicate effectively and professionally across all channels (in-person, email, and Slack) to promote events, foster collaboration, and provide timely guidance to the team.
- Collaborate with leadership to foster a workplace environment that prioritizes employee well-being, safety, and engagement.
- Collect and share data-driven insights regarding employee and office needs to inform future action plans and improvements.
What We're Looking For:
- 1 to 3 years of experience in office management, facilities coordination, or a similar role, preferably in a fast-paced or dynamic environment.
- Demonstrated experience managing vendors and contractors for both hard and soft services in a corporate setting.
- Proven ability to manage competing priorities, work independently, and see tasks through to 100% completion.
- A skilled communicator who can navigate internal and external interactions with ease and professional polish.
- Experience with budgeting, purchasing, and financial reconciliation.
- A self-starter with exceptional organizational skills and a "can-do" mentality who is able to act with minimal information.
- Proficiency in G-Suite, Slack, Jira, and other modern office-related software.
- Comfortable with physical tasks, including lifting and coordinating the setup for office spaces.
- Previous Facilities experience preferred
The posted pay range represents the anticipated low and high end of the compensation for this position and is subject to change based on business need. To determine a successful candidate’s starting pay, we carefully consider a variety of factors, including primary work location, an evaluation of the candidate’s skills and experience, market demands, and internal parity.
For roles with on-target-earnings (OTE), the pay range includes both base salary and target incentive compensation. Target incentive compensation for some roles may include a ramping draw period. Compensation is higher for those who exceed targets. Candidates may receive more information from the recruiter.
Pay Range
$21—$48 USD
Navan uses AI-assisted Automated Employment Decision Tool (Metaview) to assist with evaluating resumes against job qualifications for this role. All final decisions are made by human recruiters and hiring managers.
Human oversight: Metaview does not automatically reject candidates or make final hiring decisions. Our recruiters and hiring managers review all outputs and make the final hiring decision regarding every application.
- Your rights: If you prefer to have your application reviewed without AI assistance, you may request a human evaluation by entering your email here. Your decision to do so will not affect how your candidacy is evaluated.
Please refer to our Candidate Privacy Notice for more information about our processing of personal data, and your rights.
