Workplace Experience Coordinator

Jones Lang LaSalle Incorporated; Mumbai; On-site; INR 600,000 - 900,000; Full time

Job summary

Jones Lang LaSalle Incorporated in Mumbai is seeking a Workplace Experience Coordinator to own the day-to-day office experience, welcoming employees, visitors and partners with warm hospitality while upholding security and policy.

You will collaborate with Workplace and People teams, manage events, coordinate facilities, and drive continuous improvements in service standards and cost efficiency, with a focus on safety and exceptional employee experience.

Qualifications

• 2-3 years minimum prior relevant experience in hospitality, facility / property management, operations and/or knowledge of commercial real estate.
• Proficiency with collaboration and workplace systems; strong written and verbal communication.

Responsibilities

• Serve as the first point of contact for employees, visitors, and partners in the office, providing hospitality while following security protocols.
• Own the daily workplace experience and resolve issues end-to-end within guardrails.
• Foster an inclusive office by engaging with employees, gathering feedback, and building community.
• Maintain desks, meeting rooms, pantries, utilities, and shared spaces to be ready for use.
• Respond to requests via Jira, Slack, email, or other channels with empathy and speed.
• Oversee mail, shipping, inventory, and office supplies with cost awareness.
• Coordinate events, AV, catering, and space bookings for smooth delivery.
• Prepare monthly/quarterly reports on workplace programs.
• Ensure site inspections and uphold safety and service standards.

Skills

Hospitality mindset

Excellent communication

Proactive problem solving

Operations coordination

Vendor management

Tools

Google Workspace

Microsoft Office

Jira

Slack

Help desk tools

Job description

Job Overview

JLL empowers you to shape a brighter way. Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

Overall Role

As the Workplace Experience Coordinator, you will own the day-to-day workplace experience and act as the first impression for employees, visitors, and partners. You will deliver a high-touch, high-impact workplace environment by combining warm hospitality, strong operational discipline, proactive communication, and practical follow-through. This role works closely with the Workplace Manager, the local building community team, the serviced office or co-working partner, and other cross-functional stakeholders such as IT, Corporate Security and others. You will support daily operations, employee requests, workplace activations, events, vendor coordination, and broader regional initiatives that improve employee experience and operational excellence. The ideal candidate is proactive, composed, service-minded, and comfortable making real-time decisions within agreed guardrails. They take ownership, solve problems with good judgement, and know when to escape safety risks, major disruptions, material budget changes, policy decisions, or issues with broader site impact.

Workplace Experience and Employee Hospitality

• Serve as the first point of contact for employees, visitors, and partners in the office, providing warm, professional hospitality while following site security and visitor protocols.
• Own the overall workplace experience day to day, proactively identifying and resolving issues end to end and escalating only where safety, material cost, scope, policy, or leadership decisions are required.
• Foster a welcoming and inclusive office environment by engaging routinely with employees, gathering workplace feedback, and creating a strong sense of community.
• Maintain visible workplace presence through regular floor walks, reception support, and employee touchpoints to ensure desks, meeting rooms, pantries, utilities, and shared spaces are clean, stocked, safe, and ready for use.
• Respond to employee requests and feedback through Jira, Slack, email, or other agreed channels with empathy, accuracy, and efficiency.

Office Operations and Service Delivery

• Oversee day-to-day office operations, including mail, shipping and receiving, office supplies, snacks, general inventory, workspace readiness, and service follow-up.
• Support meeting rooms, all-hands spaces, and other bookable areas by troubleshooting calendar clashes, room readiness, AV setup, and daily reset needs.
• Set up desks, provision workplace equipment, conduct office tours, and provide a memorable onboarding experience for new hires in partnership with Workplace and People teams.
• Conduct site inspections and assessments to ensure building procedures, service standards, and performance measures are maintained.
• Identify opportunities to improve operational standards, employee experience, efficiency, and cost effectiveness.

Events, Activations and Food Program Support

• Coordinate and execute on-site and remote events, including space booking, room layout, AV setup and takedown, guest greeting, catering, rentals, logistics, and post-event reset.
• Manage event requests, changes, and last-minute needs calmly and efficiently while keeping stakeholders informed.
• Partner with catering, F&B, events, and logistics teams to ensure event delivery, food quality, timing, and guest experience meet expectations.
• Support Workplace-led employee programs, office activations, company traditions, celebrations, and JAPAC cultural initiatives.
• Prepare monthly or quarterly event, program, and experience reports as required by the Workplace Manager.

Site Operations

• Coordinate with external vendors and building partners for cleaning, maintenance, IT support, catering, access control, and day-to-day facilities needs.
• Support and ensure that JLL KPIs and savings targets are met.
• Maintain strong working relationships with building management teams, including coordination of cleaning schedules, maintenance visits, access requirements, and site projects.
• Assist in the implementation of Industry Best Practice operations, in accordance with JLL's OpsAIDE and JCAP standards and processes Conduct site inspections and assessments to ensure all building procedures and performance measures are maintained always.
• Seek ways to improve operational standards and cost effectiveness Prepares monthly and quarterly reports in a timely manner for JLL reporting to client.
• Perform any ad-hoc tasks as directed by the Workplace Manager.

Health & Safety Management

• Assist in carrying out safety procedures as requested Maintaining site induction registers and conducting training for vendors and employees where JLL acts as principal.
• Ensure compliance with insurance, legal, health and safety obligations.

Vendor Management

• Responsible in the procurement of vendors and services as required.
• Responsible in the management of all contractors on site to ensure they perform to the required standards including inspection of vendors’ works.
• Responsible in the management of vendor register.

Finance Management

• Assist in financial processes to ensure that all financial management requirements are completed in a timely and accurate manner.
• Track budget-related details for events and workplace programs, escalating when costs, scope, risk, or safety considerations materially change.
• Ensure prompt and accurate management of purchase orders in JDE.
• Responsible for Invoice and Payment process for vendors on JLL & client system.

What You Will Need

2-3 years minimum prior relevant experience in hospitality, facility / property management, operations and/or knowledge of commercial real estate, preferred Strong operational mindset with a genuine passion for creating meaningful employee and visitor experiences. Proven ability to manage multiple priorities, competing requests, and time-sensitive tasks with strong attention to detail. Excellent written and verbal communication skills across email, Slack, in-person interactions, and stakeholder updates. Adaptable to the use of AI tools to support productivity and efficiency Proficiency with Google Workspace and Microsoft Office; comfort using Jira, help desk tools, Slack, and other workplace systems. Professional, positive, solutions-oriented style with exceptional customer service skills and sound judgement under pressure. Ability to work independently with limited supervision while collaborating effectively with local, regional, and global teams. Experience coordinating events, catering, AV, vendors, or serviced office environments is highly regarded. Basic familiarity with purchase orders, invoice processing, vendor management, or workplace reporting is preferred.

Working Expectations

This role is expected to be primarily on-site. The role may require occasional overtime or after-hours coverage for events, incidents, office activations, or urgent workplace needs. The successful candidate should be comfortable being highly visible in the office, walking floors regularly, engaging with employees, and taking practical ownership of workplace issues.

Location

On-site -Mumbai, MH

Scheduled Weekly Hours

40

Equal Opportunity Employer and Accommodation

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process, you may email us at [e-mail].

Company Overview

For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500 company with operations in over 80 countries around the world, our employees bring the power of a global platform combined with local expertise. Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities SEE A BRIGHTER WAYSM.

JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated.

For further information, visit jll.com.