New York Workplace Experience Lead

Navan; New York (NY); On-site; USD 29,000 - 66,000; Full time

Job summary

Navan is seeking a hands‑on Workplace Operations Coordinator in New York to own day‑to‑day operations and elevate the office experience. You will manage on‑site issues, vendor relationships, and daily services to keep the space safe, welcoming, and productive.

The role emphasizes proactive problem solving, collaboration with leadership, and ensuring smooth moves, inventory management, and events. 5‑day in‑office presence is required.

Qualifications

• 1 to 3 years in office management or facilities coordination.
• Experience managing vendors and contractors for hard and soft services in a corporate setting.
• Ability to manage competing priorities, work independently, and see tasks through to 100% completion.
• A skilled communicator who can navigate internal and external interactions with ease and professional polish.
• Experience with budgeting, purchasing, and financial reconciliation.
• A self‑starter with exceptional organizational skills and a "can-do" mentality who is able to act with minimal information.
• Proficiency in G‑Suite, Slack, Jira, and other modern office‑related software.
• Comfortable with physical tasks, including lifting and coordinating the setup for office spaces.
• Previous Facilities experience preferred.

Responsibilities

• Act as the primary on‑site owner for all office issues and manage resolutions from start to finish, whether it is a minor maintenance request or an urgent building system failure.
• Conduct daily walkthroughs to ensure the space remains pristine, functional, and safe by identifying maintenance needs and inventory shortages before they impact the team.
• Serve as the main point of contact for all on‑site contractors (cleaning, catering, HVAC, plumbing, and security) to ensure high‑quality service delivery and adherence to building protocols.
• Maintain the operational health of building systems and troubleshoot issues to oversee vendor‑led resolutions effectively.
• Ensure full compliance with Indian OSHWC Code and statutory safety standards, overseeing the maintenance of fire fighting systems, first aid protocols, and regular emergency evacuation drills.
• Drive projects that improve the physical workplace and internal operating systems, including environment upgrades and refining workflows for managing daily requests.
• Own the operational execution of office moves and reconfigurations by coordinating with internal stakeholders and moving vendors to ensure all physical setups and timelines are met.
• Manage the end‑to‑end process for office and pantry inventory, including sourcing, ordering, and tracking expenditures against the budget.
• Oversee essential daily services including mail, deliveries, and internal ticketing to ensure timely resolution and professional follow‑up.
• Support the onboarding and off‑boarding process by coordinating with internal teams to ensure all necessary access and resources are ready for an employee’s first and last day.
• Maintain the site playbook and standard operating procedures to ensure operational consistency and clarity for the broader team.
• Utilize project management tools (G‑Suite, Slack, Jira) to prioritize and complete high‑volume tasks with minimal supervision.
• Deliver an exceptional guest experience by providing high‑touch professionalism and hospitality for all visitors, including executives and VIPs.
• Organize office events and cultural gatherings such as happy hours, celebrations, and all‑hands meetings.
• Communicate effectively and professionally across all channels (in‑person, email, and Slack) to promote events, foster collaboration, and provide timely guidance to the team.
• Collaborate with leadership to foster a workplace environment that prioritizes employee well‑being, safety, and engagement.
• Collect and share data‑driven insights regarding employee and office needs to inform future action plans and improvements.

Skills

Office management

Vendor management

Budgeting

Communication

Organization

Independent work

Prioritization

G-Suite proficiency

Slack

Jira

Problem solving

Tools

G-Suite

Slack

Jira

Job description

Navan is seeking a hands‑on Workplace Operations Coordinator in New York to own day‑to‑day operations and elevate the office experience. You will manage on‑site issues, vendor relationships, and daily services to keep the space safe, welcoming, and productive.

The role emphasizes proactive problem solving, collaboration with leadership, and ensuring smooth moves, inventory management, and events. 5‑day in‑office presence is required.