Workplace Operations Coordinator

Overall Purpose

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.

Duties and Responsibilities

The below listed task/responsibilities are not exhaustive:

· 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

Knowledge and Skills:

· 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)

Please note: This role is currently for internal applicants only. If you would like to share your cv for other opportunities, please email us at [email protected]

Disclaimer: Thank you for your interest in the role. Due to the high volume of applications, we will aim to reply within 2-3 weeks. Thank you for your patience at this time.