Workplace Specialist

Summary

You will be reporting to the Workplace-Director. You will work from the Pune office. 

As a Workplace specialist, you will provide administrative and ancillary support to the company. Responsibility may include assisting with copy services, mail and distribution services, records retention, office reception, utility services and communication systems. Member of general administrative staff and coordinates with necessary vendors to meet organizational needs. Additionally, you will be part of the global Workplace team

Job Duties

• Be the welcoming face of the office, ensuring a warm and professional first impression.
• Greet and assist employees, clients, and visitors while maintaining a friendly and engaging demeanor.
• Liaise with staff and external vendors to coordinate front desk operations smoothly.
• Manage and maintain the tidiness of the reception area and common spaces.
• Handle general office inquiries, providing timely responses and escalating where necessary.
• Sort and distribute incoming mail, flagging urgent items for immediate action.
• Act as the point of contact for outgoing courier and postal deliveries.
• Raise service tickets with property management and follow up to ensure timely resolution.
• Ensure security protocols are followed, including visitor registration and access management.
• Coordinate with security staff to manage material inward/outward movements, verifying delivery documents.
• Monitor stock and place recurring orders for office pantry supplies, including coffee, tea, and other essentials.
• Track and manage office supplies, ensuring availability for employees.
• Approve and oversee business card orders for employees.
• Assist the Workplace Team in coordinating office events, team meetings, and employee engagement activities.
• Support logistics for weekly lunches, team-building activities, and leadership meetings.
• This is a full-time, onsite role, requiring availability 5 days a week to ensure smooth daily operations..

Qualifications

• Graduate. 4+ years of experience in managing front desk operations and office administration. 
• A warm, welcoming, and professional demeanor to create a positive first impression for employees and visitors.
•  Ability to multitask, prioritize responsibilities, and maintain a well-organized front desk and office space.
• Ensure accuracy in mail handling, inventory management, visitor logs, and administrative tasks.
• Take ownership of tasks, anticipate workplace needs, and resolve issues efficiently.
• Ability to interact professionally with employees, clients, vendors, and leadership across all levels.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and Google Suite (Docs, Sheets, Slides, Forms).
• Comfortable working in a fast-paced environment, handling unexpected situations with confidence.
• Bring enthusiasm, teamwork, and a People-first mindset to create an engaging and vibrant workplace.