We are looking for a Senior Office Coordinator that will join our Facilities Management team. Based in Spotify’s Mumbai office, this individual will take a great deal of pride in ensuring the smooth operation of Spotify’s offices in Mumbai, Gurgaon and Bangalore. As a part of the Global Workplace Services team you will be in charge of keeping our office safe, tidy, organized, operational, and a fun place to work!
What You'll Do
Manage all sites (Mumbai, Gurgaon and Bangalore) in assigned portfolio
Prepare and maintain facilities records/reports
Assist in developing and administering annual Facilities operating budget
Ensure accuracy of vendor invoices and that all vendors send in their invoices and are paid on time
Negotiate all facilities service contracts to maximize cost effectiveness,
Partner with onsite Security vendor to ensure the safety of all our employees
Manage and oversee all facilities vendors (such as pantry supplies, office supplies, cleaning, repairs and maintenance team) onsite
Manage MEP vendor to ensure preventive and emergency maintenance of facility equipment, including but not limited to HVAC, UPS, lightings, plumbing and kitchen appliances
Respond to emergencies, facility alarms and system failures through a robust emergency escalation plan
Responsible for fire protection, which includes fire warden training hosted by the landlord, reviewing of emergency evacuation plan and fire safety induction for all employees
Ensure compliance with local health and safety standards and industry codes
Manage and resolve all GWS tickets through our Jira system in a timely manner
Ensure all site documentation is in place, including O&M, floor plans, and playbooks
Manage space planning which includes updating of floor plans and seating plans
Coordinate office moves, set up of new offices, and re-shuffling of existing offices
Maintain upkeep of the office, including kitchen, pantry, storage rooms and cupboards
Conduct and document regular facilities inspections and audits
Coordinate onsite events, ensuring hosting employees are following protocol
Implement best practice processes to increase efficiency
Collaborate with cross functional teams such as Security, HR, IT and Workplace Build, and local team members to ensure office needs are met
Collaborate with HR and IT to onboard new employees and ensure they are set up on Day 1
Offboard employees leaving the company
Be an Ambassador of our CommunityX Team, and create quarterly experiences for employees to come together through fun activities
Who You Are
You have at least 3-5 years of experience in a similar role
Excellent verbal and written communication skills, proficiency in English
You are passionate about workplace experience and our people
Have some experience in event or project management
You have excellent social skills and an ability to remain calm in challenging situations
You have good time management skills and a can-do-attitude
You are able to prioritize and multitask - you are able to field a heavy volume of requests at once but never compromise quality
A team player—no matter how small the task may seem, you complete it with grace and a good attitude!
You are tech savvy, proficient in Google Suite, Coupa, Concur, Workday, JIRA and able to learn and pick up new applications quickly
