Workplace Specialist

About the Role

The Workplace Specialis t plays a crucial role in ensuring the smooth and efficient operation of all facilities services within the organization. This position requires a proactive, organized, and detail-oriented individual with strong communication and problem-solving skills. The Senior Facilities Coordinator will be responsible for overseeing daily facilities operations, coordinating vendor services, managing maintenance requests, and contributing to a positive and productive work environment. This role often involves event management and taking on more complex projects.

Facilities Operations & Maintenance :

Oversee daily facilities operations, including general maintenance, repairs, and preventative maintenance schedules for HVAC, electrical, plumbing, and other building systems.

Conduct regular inspections of the premises to identify maintenance needs, safety hazards, and areas for improvement.

Respond promptly to facilities-related requests and issues, ensuring timely resolution and high levels of occupant satisfaction.

Manage and track work orders, ensuring proper documentation and follow-up.

Assist in the development and implementation of facilities policies and procedures.

Employee Engagement and Events :

Partner with workmate community leaders to organize employee relations events.

Assist in the planning and execution of workplace events.

Supporting the IFM team for the snack program orders for PAN India Locations

Co-ordinating with the IFM team for snack changes, snack pop ups and set ups at Workplace and Finalising menus for snack program pop-ups.

Vendor and Financial Management :

Maintain strong relationships with vendors, ensuring SOW compliance.

Process vendor invoices on time and handle PO requests.

Raising WSS tickets for vendors for PO generation.

Support accrual and budget management.

Act as the primary point of contact for a variety of facilities vendors and contractors

Assist in tracking facilities expenditures and provide input for budget forecasting.

Prepare reports on facilities activities, maintenance issues, and performance metrics.

Communication and Coordination :

Update and maintain reception guides, visitor guides, and the site workplace page.

Liaise with the global workplace safety (GWS) team for vendor entries, safety activities, and life safety compliance.

Managing and updating the Horizon( internal communication page) of Workday Pune office ensuring all information is uploaded and the news pages are published from time to time.

About You

Basic Qualifications :

Education :

Bachelor's degree in any stream or a related field preferred.

Soft service and Hospitality Experience / Diploma or equivalent required.

Experience :

Minimum of 5+ years of experience in a facilities coordination or similar role

Proven experience managing vendors and contractors.

Experience with preventative maintenance programs.

Skills

Strong organizational and time management skills : Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines.

Excellent communication skills (written and verbal) : Ability to interact professionally with employees, vendors, and management at all levels.

Problem-solving abilities : Proactive approach to identifying and resolving issues efficiently.

Technical aptitude : Basic understanding of building systems (HVAC, electrical, plumbing).

Customer service orientation : Commitment to providing excellent service to internal and external stakeholders

Event Management knowledge to execute events on site & off site

Proficiency in MS Office Suite : Word, Excel, Outlook, PowerPoint.

Experience with Facilities Management Software is a strong plus.

Ability to work independently and as part of a team.

Strong attention to detail and accuracy.

Preferred Qualifications :

Relevant certifications (e.g., FMP, CFM, IFMA) are a plus.

Knowledge of local building codes and safety regulations.

Experience in industry like tech, or hospitality

Working Conditions :

Primarily office-based, with regular movement throughout the facility , 5 days a week

May require occasional off-hours or weekend work for emergencies or special projects.