Workplace Experience Coordinator

About the role

The Workplace Experience Coordinator supports the day-to-day delivery of Gartner's workplace experience, keeping the office safe, functional, efficient and welcoming for associates, clients and visitors. As the face of Gartner and main point of contact for workplace needs, the role covers front-of-house services, workplace operations, vendor activities, office readiness, inventory, meeting support and facilities administration.

Key responsibilities

• Run daily workplace operations, inspect the premises and follow up on cleaning, repair and maintenance issues until resolved
• Coordinate new-hire onboarding and departures, workstation moves, business continuity and office-standard compliance
• Process business cards, name tags and print requests, and handle office equipment care
• Coordinate maintenance with vendors and building management, monitor vendor performance and process purchase requests and supplier invoices in Coupa
• Handle courier, mail and delivery logistics
• Manage catering, events and meeting-room setups, keep meeting rooms and kitchens tidy, and run office-supplies audits and inventory control
• Respond to associate requests, guide users of workplace technologies and platforms, and act as the central point of contact for workplace and front-of-house needs
• Welcome clients and visitors, answer enquiries, enforce visitor management and access rules, and keep common areas clean and safe
• Maintain workplace documentation, produce operational reports and support continuous improvement
• Work with the Global Real Estate team, provide backup cover, and act as First Aid Officer and/or Fire Warden once trained

Required profile

• Preferred: experience in workplace operations, facilities coordination, reception, hospitality or customer service
• Highly advantageous: experience in hotels, restaurants, airlines or other customer-facing hospitality settings
• Strong communication, organization, problem-solving and attention to detail
• Able to manage multiple priorities, take initiative and work independently in a fast pace, and work extra hours when needed

Required skills

• Proficiency in Microsoft 365 applications
• Ability to quickly learn workplace technologies and systems
• Use of Coupa for purchase requests and invoices