Workplace Operations Coordinator # 26-27256

Us Tech Solutions; Bengaluru; On-site; INR 661,000 - 666,000; Full time

Job summary

US Tech Solutions is seeking an experienced Operations Administrator to support customer visit coordination, event operations, and workplace facilities for a 12-month engagement in Bengaluru. The role covers mailroom, courier management, vendor liaison, and procurement compliance.

You will coordinate workspace bookings, manage shipping documentation, and ensure smooth day-to-day administrative operations with internal stakeholders and external partners.

Qualifications

• Minimum 5 years in administrative operations or facilities management.
• Experience coordinating visits, events, and office logistics.
• Experience with mailroom, courier, shipping documentation and vendor management.

Responsibilities

• Coordinate customer visits, registrations, access and escort arrangements.
• Support event operations, registrations, venue and vendor management.
• Manage mailroom, courier, and shipping documentation.
• Coordinate coworking space bookings and office facilities logistics.
• Liaise with vendors, suppliers, and internal stakeholders on procurement & compliance.
• Process invoices and track office-related expenses.

Skills

Organizational skills

Coordination

Multitasking

Communication

Microsoft Excel

Outlook

Vendor coordination

Invoice processing

Education

Bachelor's degree in Business Administration/Management/Commerce

Tools

MS Office Suite

Job description

Duration: 12 months , Full-Time
Pay rate - INR 480 - INR 483.28/hr.

Job Description

• Manage customer visit coordination, event operations, mailroom and courier activities, shipping operations, document services, vendor management, and workplace facilities support.
• Coordinate customer and partner visits, employee engagement initiatives, workspace bookings, and administrative operations to ensure smooth day-to-day business activities.
• Liaise with internal stakeholders, external vendors, suppliers, and service providers to support operational requirements and follow company procurement and compliance processes.

Responsibilities

Customer Visit Management & Event Operations

• Coordinate customer registrations, visitor access, and escort arrangements.
• Support meeting owners with customer visit logistics, including materials, food, and other external requirements.
• Coordinate customer and partner events, including registrations, venue arrangements, vendor management, and operational support.
• Support Great Place to Work (GPTW) activities and employee engagement initiatives.

Mailroom & Courier Management

• Coordinate incoming and outgoing parcels, courier packages, and shipments.
• Track, receive, and distribute packages to relevant stakeholders.
• Support shipping and courier documentation requirements.

ISM & Shipping Operations

• Manage ISM and shipping memo-related activities.
• Coordinate shipment documentation and logistics-related operational requirements.
• Work with internal teams and logistics providers to ensure timely processing and delivery.

Document Services

• Arrange printing, copying, and preparation of documents.
• Distribute and deliver documents to suppliers, vendors, dossier teams, and other stakeholders.
• Coordinate invitation letters and cover letters with authorized signatories and stamp/seal holders.

Vendor, Supplier & External Stakeholder Management

• Coordinate with external stakeholders, agencies, suppliers, and service providers.
• Track and manage operational requests requiring external vendor support.
• Work with approved vendors for meeting, event, and administrative requirements, including visiting cards, mobile phones, and accessories.
• Follow company procurement policies and compliance processes when engaging with suppliers.

Facilities & Workplace Operations

• Manage coworking space bookings for Regus, Cowrks, and other approved facilities.
• Coordinate workspace reservations and related logistics.
• Process and track invoices for Regus and coworking facilities.
• Manage and track online points or credits for Cowrks.
• Coordinate workplace operational requirements, office logistics, and facility-related requests.

Experience

• 5 years of experience.
• Experience in administrative operations, workplace coordination, facilities management, event operations, or office administration.
• Experience coordinating customer visits, meetings, corporate events, and employee engagement activities.
• Experience handling mailroom operations, courier management, shipping documentation, and document distribution.
• Experience working with vendors, suppliers, external agencies, and internal stakeholders.
• Experience managing coworking spaces, workspace bookings, invoices, and general office logistics

Skills

• Strong organizational, coordination, and multitasking skills.
• Good verbal and written communication skills.
• Customer service and stakeholder management skills.
• Vendor and supplier coordination.
• Event planning and operational support.
• Mailroom, courier, and shipment coordination.
• Document management and administrative support.
• Invoice processing and tracking.
• Attention to detail and ability to manage multiple requests.
• Proficiency in Microsoft Office applications, particularly Excel and Outlook.
• Ability to follow procurement policies, operational procedures, and compliance requirements.

Education

• Bachelor's degree in Business Administration, Management, Commerce, or a related field preferred.
• Equivalent relevant experience in administrative operations, facilities management, or workplace support may also be considered

About US Tech Solutions

US Tech Solutions is a global staff augmentation firm providing a wide range of talent on-demand and total workforce solutions. To know more about US Tech Solutions, please visit www.ustechsolutions.com.

Contact: [e-mail]

We are an equal opportunity employer and do not discriminate on the basis of gender, religion, caste, disability, sexual orientation, or any other protected status.