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 Paris 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 Paris.
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 UK Health and Safety regulations, including the management of fire safety equipment, first aid supplies, and emergency drill procedures.
- 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 offboarding 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 lifting up to 23 kg (50 lbs) and assisting with the physical setup of office spaces.
- Previous Facilities experience preferred
Top Skills
What We Do
Navan (Nasdaq: NAVN) is the leading all-in-one business travel, payments, and expense management platform that makes travel easy for frequent travelers. From finding flights and hotels to automating expense reconciliation, with 24/7 support along the way, Navan delivers an intuitive experience travelers love and finance teams rely on. See how Navan customers benefit and learn more at navan.com.
Why Work With Us
At Navan, we’re never satisfied with the status quo, and we know breakthrough ideas come from diverse perspectives. We are committed to cultivating a workplace that reflects the diversity of the customers we serve while fostering leadership and innovation.
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Navan Offices
Hybrid Workspace
Employees engage in a combination of remote and on-site work.
In-person connections is the foundation of Navan, the connections forged through face-to-face interactions improve company culture and what we can achieve together. We operate on a hybrid working model, which we define as four days a week in-office.
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