Senior Office Coordinator

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

Where You'll Be

• You will be based in our office in Mumbai, India.