Workplace Coordinator

Do what you love. Love what you do.

At Workday, we help the world’s largest organizations adapt to what’s next by bringing finance, HR, and planning into a single enterprise cloud. We work hard, and we’re serious about what we do. But we like to have fun, too. We put people first, celebrate diversity, drive innovation, and do good in the communities where we live and work.

About the Team

The Real Estate & Workplace team creates and continuously improves Workday’s productive and safe environments while supporting our core values and distinction as a great place to work. With this critical contribution to the company in mind, we partner with other Workday departments such as People & Purpose, IT and Finance to ensure that we are successful in delivering on this ultimate goal. We take care of all things “space” – programming new locations, delivering and managing them – everything from keeping our offices looking great to functioning well, safely and securely to ordering the snacks that our employees love!

About the Role

Workday is looking for a versatile Workplace Coordinator to join our growing team in the future. This full-time position will be based out of our Berlin office.

We are looking for someone experienced, flexible, reliable, outgoing, and professional, with a positive work attitude. The ideal candidate will have at least three years of experience in an administrative/office role in a fast-paced, rapid-growth company. They will need a wide range of skills from customer service to technical troubleshooting.

In Workplace, it is essential that everyone encounter friendly and professional service and our offices are run efficiently and effectively. Our objective is to keep the Workday culture experience consistent across the portfolio and equip employees with the resources needed to excel in their jobs. As a Workplace Coordinator, you will own many key aspects of Workday life.

Reception and Security
Greeting visitors and maintaining visitor sign-in processes including issuing temporary badges to employees, vendors, contractors, etc. Assist employees with special requests acting as an employee relations liaison to provide helpful and accurate information to employees and visitors alike.

Meeting Coordination
As the main point of contact for all internal and external meetings in the office, you will ensure the offices are well maintained and presentable at all times and any meeting room scheduling conflicts are resolves. You will prepare welcome signs for visitors, maintain marquees, coordinate event catering, and provide administrative support to local senior management as well as executive management who visit the office.

Administrative and Supply Ordering
Responsibilities include maintaining the common areas, ordering and stocking all kitchen and copy room supplies and ordering signage for the office including employee name plates for workstations, if/when applicable.

Implementation of Workplace Programs
In support of Workday’s growth, the Workplace team implements new programs from time-to-time which may include safety and security procedures and enhanced amenities. With guidance from Workplace management you play a key role in implementing new programs in the offices.

Mail Systems
Includes handling all incoming/outgoing mail including sorting and delivery to employees or forwarding to corporate, as appropriate, as well as preparing FedEx shipments as needed.

Vendor Relations
Knowledge of vendor relationship management is essential for the oversight of office-standard vendors such as coffee/snacks, office supplies, confidential shredding, first aid and plant maintenance. You will act as the liaison with property management on all building/site issues.

Occupancy Use
Includes monitoring space utilization and assigning workstations to new hires. This person is also responsible for alerting the Workplace Planner if departments are running out of workstations.

Workplace Operations
Additional requirements include: handling internal service tickets and requests for maintenance and other general office repairs which may involve oversight of furniture moves, installation of keyboard trays, whiteboards, hanging of pictures, etc., and acting as the Coordinator for the Emergency Action Plan and Life Safety in the local office.

IT Knowledge

Acts as liaison to IT to ensure office technology support needs are met. Assistance may be required to perform on-site IT tasks working with a remote agent. Basic understanding of computer set-ups, hardware terminology, and simple network diagnosis is necessary.

Employee Programs

Takes a lead role on the Employee Programs team, planning and coordinating office social events. Responsibilities may include booking venues and catering, scheduling transportation, setting up party décor and coordinating group activities both on- and off-site.

Budget Tracking and Expensing

Create purchase orders, submit invoices, and track current spend for a variety of vendor services. Using your Workday credit card, purchase items and submit expense reports related to the respective department. Provide end-of-month spend accruals to our Finance Business Partner.

HR I9 Processing

Attend training and obtain certification for I9 eVerify, Workday I9 eVerify entry training, and Privacy, Ethics & Compliance Training.

About You

Basic Qualifications

• Minimum of 1 year of facilities, workplace operations or customer service industry experience, preferably in a fast-paced, professional setting

• Experience reconciling budgets for day-to-day workplace operations

• High school diploma, some college preferred

Other qualifications

• Proficient in MSOffice – Outlook, MS Word, MS Excel and MS PowerPoint, with competence in Google Docs, Google Sheets and Google Drive structures

• Exceptional communication skills (verbal and written) with the ability to work well with all levels in an organization

• Attention to detail and accuracy

• Ability to manage time, work independently and see projects through completion

• Ability to take on new tasks and learn new technology quickly

• Willingness and ability to adapt to rapid business and organizational changes that accompany a high-growth environment.

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