Workplace Operations Coordinator

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

Job summary

Navan seeks a hands-on Workplace Operations Coordinator to own day‑to‑day office operations in New York. You will ensure a safe, welcoming office and elevate employee experience, coordinating vendors and daily services.

The role requires five days in‑office in NYC, strong organizational skills, and the ability to manage multiple tasks from onboarding to events. Previous facilities experience is preferred.

Qualifications

• 1 to 3 years in office management or facilities coordination.
• Experience managing vendors for hard and soft services.
• Ability to manage competing priorities and complete tasks.
• Strong communication and professional polish.
• Experience with budgeting, purchasing and reconciliation.

Responsibilities

• Act as the primary on‑site owner for all office issues and manage resolutions end to end.
• Conduct daily walkthroughs to keep space pristine, safe, and functional.
• Be main contact for on‑site contractors to ensure quality service.
• Maintain building systems health and oversee vendor resolutions.
• Ensure compliance with safety standards and run drills.
• Drive projects to improve the workplace and workflows.
• Coordinate office moves and reconfigurations with stakeholders.
• Manage office/pantry inventory and track expenditures.
• Oversee mail, deliveries, and internal ticketing for timely resolutions.
• Support onboarding/off‑boarding and access provisioning.
• Maintain site playbook and SOPs for consistency.
• Use G‑Suite, Slack, Jira to manage tasks.

Skills

Office management

Vendor management

Prioritization

Communication

Problem solving

Tools

G‑Suite

Slack

Jira

Job description

The Workplace Team is seeking a hands‑on Workplace Operations Coordinator to take ownership of day‑to‑day operations and elevate the experience of our New York office. This role is pivotal in maintaining a well‑functioning, safe, and welcoming workplace that supports our employees’ productivity and well‑being.

The role will balance the immediate needs of the office (from troubleshooting a leak to welcoming a VIP with long‑term projects designed to improve our environment. We need a proactive, detail‑oriented problem solver who thrives on variety and takes pride in delivering an exceptional workplace experience.

This is an essential role with a requirement to be in the office 5 days a week, based in New York.

What You'll Do:

Facilities & Vendor Management

• 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.

Operational Excellence

• 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.

Employee & Visitor Experience

• 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.

What We're Looking For:

• 1 to 3 years of experience in office management, facilities coordination, or a similar role, preferably in a fast‑paced or dynamic environment.
• Demonstrated experience managing vendors and contractors for both hard and soft services in a corporate setting.
• Proven 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.

The posted pay range represents the anticipated low and high end of the compensation for this position and is subject to change based on business need. To determine a successful candidate’s starting pay, we carefully consider a variety of factors, including primary work location, an evaluation of the candidate’s skills and experience, market demands, and internal parity.

For roles with on-target-earnings (OTE), the pay range includes both base salary and target incentive compensation. Target incentive compensation for some roles may include a ramping draw period. Compensation is higher for those who exceed targets. Candidates may receive more information from the recruiter.

Pay Range

$21—$48 USD

Navan uses AI-assisted Automated Employment Decision Tool (Metaview) to assist with evaluating resumes against job qualifications for this role. All final decisions are made by human recruiters and hiring managers.

Human oversight: Metaview does not automatically reject candidates or make final hiring decisions. Our recruiters and hiring managers review all outputs and make the final hiring decision regarding every application.

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