Workplace Experience Program Coordinator

Role: Workplace Experience Lead / Facilities Lead / Corporate Services Lead

Location: Mumbai

Project Overview and Purpose

The Workplace Experience (WE) Associate plays a central role in creating a seamless, welcoming, and highly functional workplace environment for our hybrid workforce. As part of the People Success team, this role supports day-to-day office operations, employee services, and onsite experience initiatives that foster connection, productivity, and a strong sense of belonging. The WE Associate is an important cultural ambassador, ensuring our physical spaces reflect our values and enable employees to do their best work. This position partners closely with Talent Success (TS), IT, Payroll, and other cross-functional teams to ensure a consistent, people-centered workplace experience.

Key Responsibilities

• Workplace Operations
• Support festival- and global culture-related events and initiatives by procuring materials, arranging of and setting up office décor, arranging special lunch, coordinating event particulars with the India Workplace Experience Point of Contact or with the Global WE team.
• Assist in monthly/quarterly People Success events such as AMAs, GKOs, leadership visits, offsites, and other onsite gatherings by helping with room setup, arranging seating, managing equipment, and post-event setup.
• Manage daily office readiness on RTO days, ensuring the space is clean, stocked, welcoming, and operational for employees.
• Ensuring the weekly lunches go smoothly by working on the Zomato app and coordinating with Zomato whenever any changes are required
• Employee Experience & Visitor Support
• Welcome SWI employees and external visitors;
  ensure a warm, professional guest experience and guide them to the appropriate contacts. Arranging cabs for airport pick up and drop off when needed.
• Act as the Mumbai Workplace Experience Onboarding Lead, ensuring new joiners have a great first week experience, coordinating the onboarding first week experience, and guiding them through the process
• Coordinate with vendors to arrange snacks for evening breaks;
  oversee ordering, pickup, and serving at the café on RTO days.
• Helping coordinate with the G3 team for visa interviews, ensuring all office-related documents are handed over to the employee, and the employee is apprised of the process
• Logistics & Administrative Support
• Deliver and collect documents across local departments and between Mumbai and Bangalore sites as needed, including on early mornings and non-RTO days (approx. twice weekly).
• Handle bank-related tasks, courier services, and other office errands, including ad-hoc needs from the payroll team
• Coordinate courier intake/outbound shipments, maintain logs, and ensure timely distribution.
• Facilities & Inventory Management
• Monitor and maintain inventory of office supplies, stationery, and IT peripherals, coordinate replenishments and storage daily.
• Partner closely with the (TS) team to support facilities-related tasks, repairs, vendor coordination, and building management requests.
• Track and escalate facilities issues proactively to ensure a safe, compliant, and efficiently run office.
• Coordinate IT-related requests with the Bangalore site for any office requirements or new joiner needs

Skills and Qualifications

• 2–6 years of experience in the workplace experience, administrative support, or facilities (tech or hybrid-work environments preferred).
• Strong interpersonal and customer-service orientation;
  comfortable interactingwith employees at all levels.
• Highly organized with the ability to manage multiple tasks and shift priorities.
• Reliable, proactive, and able to work independently with minimal supervision.
• Ability to handle physical tasks such as lifting office supplies, setting up event areas, or moving light equipment.
• Familiarity with workplace inventory tools and vendor coordination is a plus.