Workplace Coordinator

Gurugram

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MongoDB is seeking a Workplace Coordinator to support the Workplace team in our established and expanding Gurugram office. This is a full-time position and would support the employees based in Gurugram, currently. In a nutshell, we’re on the hunt for someone who enjoys being the go-to person of an office and is a self-confessed “jack/jill of all trades”. 

We are looking to speak to candidates who are based in Gurugram Office for our hybrid working model.

Global Workplace and Real Estate

The Global Workplace & Real Estate Team at MongoDB is responsible for managing all aspects of our office portfolio. From Real Estate strategy, location selection, leasing, design, projects, day-to-day operations, health & safety, facilities, events, the list is endless really. Our department’s true north is removing distractions from our workspaces and offering the best workplace experience possible to our staff and visitors.  

This is a unique and at times demanding position and it takes a certain set of skills, and an amazing individual, to really thrive. But in return, you will have the opportunity to work with and alongside employees at every level and every department virtually every day. More importantly, as we are growing so quickly, you will also have the ability to shape this role in a way that promotes your personal and professional development and sets the business up for success in the years to come. 

It’s an exciting time to join MongoDB! 

Skills and Attributes

So, what does it take to be our next “Workplace Rockstar’’? 

  • Unequaled Flexibility You have to roll with the punches and be able to handle everything and anything that comes your way. There is no such thing as a “typical day” in our department and so you need to be able to prioritize and improvise on a whim. You also need a high degree of independent judgment. 
  • Otherworldly Organization & Follow-Up As the role of Workplace Coordinator is so wide and varied, it can be easy to lose track of the tasks at hand. We rely heavily on JIRA, our internal ticketing system, to help manage tasks, but keeping on top of the numerous moving pieces, and caring enough to follow-up, is what will set you apart. 
  • Absolute Accessibility You need to be approachable, personable, and a relatable person who people feel comfortable going to for all of their needs, no matter how small. Your colleagues will be your ‘internal customers’ and so experience in a customer service role would be a definite plus.
  • Rock Solid Communication You need to be able to communicate effectively, both in text and verbally, and be confident doing so. At times you may be required to announce new activities or explain policies; you don’t have to be a pro public speaker or communications whiz, but you do need to be able to communicate in a way that is sensitive to the needs of our varied teams and also clearly explain the reasoning behind X, Y, and Z. 
  • Unwavering Optimism You will likely be the first point of contact for many people - whether that is a potential new hire, a client, or a visiting MongoDB employee, and your demeanor helps form the oh-so critical first impressions. We want someone who has a naturally positive attitude and embraces the responsibility of being the ‘center of morale’. 
  • Creativity & Confidence We are looking for someone who can start building out and establishing a thriving culture in our Gurugram office. As a company, we aim to maintain our intimate and personalized culture amidst rapid growth, and so this will be one of your biggest challenges. It will require you to get creative in your thinking and the way you operate. We want someone who isn’t afraid to try things we may not have tried before. As such, you also need to exude confidence. Or at least fake it until you make it! You need to be comfortable working in a fashion that earns respect, and part of that is being able to push back from time to time.

We said no two days are the same, but here are some items you would be responsible for

Workplace Management Responsibilities

  • Learn. Herd Cats. Be smart. Be proactive. Get stuff done
  • Ensure the office is a Great Place to Work, operated and maintained in a safe, professional, clean and cost-effective manner
  • Communication of Workplace guidelines and expectations
  • Proactively inspect the workplace conditions daily to ensure standards are maintained
  • Answer mainline phone, receive and sort mail, packages and deliveries, and ensure internal customer satisfaction
  • Monitor office and kitchen supplies inventory and place orders as required
  • Arrange catering and oversee restocking of supplies for pantries and conference rooms
  • Respond to, track, and action employee requests via our internal ticketing system
  • Work collaboratively with the remote IT team on various ad hoc projects and events
  • Proactively engage with local leadership to ensure their team’s needs are being met
  • Partner with HR with on-boarding new employees, building office culture, providing additional support as required
  • Employee Engagement & Experience: Plan and execute office events and meetings, in addition to Workplace-sponsored initiatives
  • Manage vendors for cleaning services, food service operations, and the repair and maintenance of equipment, to name a few
  • Partner with our Procurement and Finance teams for establishing vendors, contracts, and ensuring payment
  • Assist Senior Workplace Manager with analyzing special reports, summarizing information and identifying trends
  • Help maintain a purchasing database for adherence to Operating budgets
  • For specifically assigned facility projects - support (and in some cases Lead) office. improvements and buildout projects. This includes liaising with contractors, architects, engineers and specialty consultants, and monitoring these vendor relationships and performance
  • Undertake other duties as required from time to time in line with the nature of the role
  • "Office barometer," excellent emotional intelligence to interpret issues in the workplace on behalf of local teams and leadership

Requirements

  • No ego. You are up for anything thrown at you and you tend to stay calm in stressful situations
  • 2+ years of Administration/Office Coordination experience, degree qualified
  • Knowledge of customer service principles and practices as well as administrative and financial controls
  • Proficient user of technology as well as MS office applications
  • Ability to lift up to 30lbs.

What does success in this role look like?

  • Positive feedback from your local office business leaders and stakeholders
  • Quantity of service provided, quality of delivery, and the quality of change produced as a result.
  • Optimum office utilization - are the teams getting the most out of our office spaces
  • A thriving, vibrant, upbeat office culture

To drive the personal growth and business impact of our employees, we’re committed to developing a supportive and enriching culture for everyone. From employee affinity groups, to fertility assistance and a generous parental leave policy, we value our employees’ wellbeing and want to support them along every step of their professional and personal journeys. Learn more about what it’s like to work at MongoDB, and help us make an impact on the world!

MongoDB is committed to providing any necessary accommodations for individuals with disabilities within our application and interview process. To request an accommodation due to a disability, please inform your recruiter.

 "MongoDB is an equal opportunities employer."

 

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