Workplace Operations Coordinator

Role Overview

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.

Key Responsibilities

Office Management & Workplace Operations

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

Manage the local visitor management and card access system for the office

Track and manage workplace-related invoices, purchase orders, and expense documentation as needed

Reception & Front Desk Responsibilities

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

Administrative & Team Support

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

Qualifications & Skills

2+ years of experience in workplace coordination, office management, facilities, or similar roles

Strong organizational 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)

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