Workplace Coordinator

Job Summary -

The Workplace Coordinator is a critical position acting as the central hub for the physical office environment and high-level executive support. This pivotal role blends complex administrative management including confidential correspondence and logistical coordination for senior executives (especially travel) with comprehensive facilities oversight. Based in Pune this individual will oversee a new office setup there manage the Mumbai office and coordinate any future office developments across India. The responsibilities encompass ongoing coordination for both conventional office spaces and engaging with service providers for managed office environments. Handle all sensitive information with the utmost discretion and professionalism. 

Key Responsibilities:

.Managed/Conventional Office Operations & Facilities (The Workplace Coordinator Function)

• Vendor and Building Liaison: Serve as the primary point of contact for the managed offices property management and all external service providers (e.g. cleaning catering security maintenance).

• Facility Management: Coordinate and oversee all necessary office repairs maintenance requests and preventative maintenance for the office space equipment and building systems.

• Office Environment: Conduct regular walkthroughs to ensure the workspace common areas and meeting rooms are tidy functional and reflective of a professional safe and welcoming environment.

• Inventory & Supplies: Manage and maintain inventory for general office kitchen and printing supplies handling ordering receiving and stocking while adhering to a defined budget.

• Administrative Support: Oversee mailroom operations manage the reception area (greeting visitors) and coordinate logistical support for new employee onboarding (workstation setup access credentials).

• Event Coordination: Plan and execute the logistics for internal meetings corporate events and employee engagement activities within the office (including catering AV setup and room configuration).

For Executive Leadership Team execute the following activities:

• Calendar Management: Resolve conflicts and schedule complex calendars across global time zones.

• Travel Coordination: Coordinate comprehensive domestic and international travel logistics and itineraries.

• Administrative Support: Prepare meeting materials track action items draft confidential correspondence and reports and manage expense reporting.

• Team Outings: Support team outings and arrangements

Qualifications :

Skills / Qualifications

• Experience

5 years of progressive experience in a combined Executive Assistant and Office Management/Workplace Coordination role preferably within a fast-paced environment.

• Core Soft Skills

Exceptional organizational skills with strong attention to detail and the ability to multitask and prioritize complex projects.

Superior Communication (written and verbal) and interpersonal skills for interacting with senior leadership employees vendors and clients.

• Mindset

Proactive problem-solver with a resourceful hands-on attitude. Highly professional adaptable and committed to excellent customer service.

• Technical Proficiency

High proficiency in Google Workspace (Docs Sheets Calendar) or Microsoft Office Suite (Teams other applications). Experience with a facility/ticketing system (e.g. Jira ServiceNow) is a plus. AI proficiency preferred

• Education

A bachelors degree in Business Administration or a related field is preferred.

Additional Information :

QAD Inc. is a leading provider of adaptive cloud-based enterprise software and services for global manufacturing companies. Global manufacturers face ever-increasing disruption caused by technology-driven innovation and changing consumer order to survive and thrive manufacturers must be able to innovate and change business models at unprecedented rates of speed. QAD calls these companies Adaptive Manufacturing Enterprises. QAD solutions help customers in the automotive life sciences packaging consumer products food and beverage high tech and industrial manufacturing industries rapidly adapt to change and innovate for competitive advantage.
QAD is committed to ensuring that every employee feels they work in an environment that values their contributions respects their unique perspectives and provides opportunities for growth regardless of background. QADs DEI program is driving higher levels of diversity equity
and inclusion so that employees can bring their whole self to work.
We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race color sex age national origin religion sexual orientation gender identity status as a veteran and basis of disability or any other federal state or local protected class.

About QAD:

QAD  Redzone is redefining manufacturing and supply chains through its intelligent adaptive platform that connects people processes and data into a single System of Action. With three core pillars Redzone (frontline empowerment) Adaptive Applications (the intelligent backbone) and Champion AI (Agentic AI for manufacturing) QAD Redzone helps manufacturers operate with Champion Pace achieving measurable productivity resilience and growth in just 90 days.

QAD is committed to ensuring that every employee feels they work in an environment that values their contributions respects their unique perspectives and provides opportunities for growth regardless of background. QADs DEI program is driving higher levels of diversity equity and inclusion so that employees can bring their whole self to work.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race color sex age national origin religion sexual orientation gender identity status as a veteran and basis of disability or any other federal state or local protected class. 

Remote Work :

No

Employment Type :

Full-time