Job Overview
Role: Workplace Services Coordinator III. Department: Accounting/Finance. Location: Noida,UP,India. Employment Type: Regular. Work Style: on-site.
Eligibility / Qualification Required:
Why UKG:
At UKG, the work you do matters. The code you ship, the decisions you make, and the care you show a customer all add up to real impact. Today, tens of millions of workers start and end their days with our workforce operating platform. Helping people get paid, grow in their careers, and shape the future of their industries. That’s what we do.
We never stop learning. We never stop challenging the norm. We push for better, and we celebrate the wins along the way. Here, you’ll get flexibility that’s real, benefits you can count on, and a team that succeeds together. Because at UKG, your work matters—and so do you.
Job Description:
A competent facility administration professional who manages assigned office service activities by establishing best admin processes and practices, related to Office Hygiene, Food services, Asset services, Space allocation, Event support etc. and coordinating with outsourced services partners. The candidate must be able to prioritize tasks and is expected to provide flawless administrative support to achieve business objectives. This position expected to work closely with the Organization’s leaders formulating and implementing administrative strategies and policies to make a Great Place to Work.
The overall role and responsibilities of S3 would be comprising of few or most of the given attributes defined below basis on the size/location of the office. It would also be required to understand at what level the services are being provided which require general or dedicated operations at site level.
Roles & Responsibilities:
Front desk Operations
Coordinating & offering friendly service to ensure best employee experience and ensuring the reception area in best possible aesthetic.
Answering to phone calls, manage calls by routing them to the proper extensions or taking messages and delivering them to the concern person within the timeline.
Answering to employee queries, providing appropriate solutions on day-to-day requirements.
Coordinating with agreed courier agencies and ensuring timely delivery of couriers as per business need.
Coordinating for timely receiving / dispatching office deliveries and mails, organize them to be distributed to the correct recipients. Ensuring No incoming couriers are parked in mailroom.
Coordinating, printing & issuing of access badges to employees as per the global policy and maintaining tracker as required.
Keeping track of ServiceNow requests for access badge requests only and ensure all requests are closed as per the SLA.
Keeping track of Temporary access badge and taking appropriate actions as per the process.
Oversee Envoy visitor’s system operations for entry pass of each visitors & coordinate with Security team as needed.
Maintaining inventory of blank access badges, card holder, Lanyards & badge printer cartridges, Envoy rolls & cartridges etc. and ensuring adequate stock as per business need.
Tracking availability of basic First Aid kits and approved medicines and refilling same as per the process. FIFO process to be followed.
Providing clearance to all India Exit employees (Only for Access badge) and update same in tracker.
Supporting in different in-house meeting arrangements, trainings, food arrangements, office celebrations (at low level coordination) as per the request from business / stakeholders.
Coordinating with registered or external food vendor and ensure the services on timely manner as per the requestor's specifications.
Supporting in cafeteria operations during high traffic period and guiding team as per requirement.
Supporting in vendor's kitchen, in-house kitchen & cafeteria visit and ensuring availability of signages, documents, checklist & all compliance related documents as per standard / contract as on need basis.
Soft Services
Supervising day to day soft services operations (Housekeeping, Pantry, Landscaping, Pest control etc.) and ensuring Office aesthetics are best in Industry.
Coordinating for manpower in case there is a shortage in the overall schedule with the deputed agency on site.
Ensuring general upkeep of office premises as per UKG standard at respective area like Infrastructure, cleaning, Hygiene, safety & security etc. through daily floor walk and updating the gaps in WPS tracker.
Taking feedback from employees / Managers, working with team on corrective action and the details need to be recorded.
Ensuring availability of required Stationery, HK & Pantry consumables, toiletries, and cutleries & crockeries.
Maintaining proper inventory record (Stationery, HK & Pantry consumable, toiletries etc.) focus on reducing wastage as required and ensuring expenses are as per the approved budget.
Supporting in standardization of required process / SOP and coordinating with downline to implement same on ground.
Developing, reviewing & improving all checklists in a meaningful way to ensure office infrastructure gets well covered from a cleanliness and hygiene point of view.
Coordinating/Collating compliance data/documents from vendor and help coordinate meeting with vendor and company legal team ensuring 100 % score all time.
Making fortnightly physical inspection of all stores under soft services and ensuring FIFO, 5S & hygiene is maintained as best in industry.
Supporting in different Initiatives in soft services as per site requirement.
Cafeteria operations
Providing best in class services towards taste, hygiene, availability, variety, and feedback management in the food operations.
Coordinating smooth cafeteria operations i.e., monitoring, managing, supervising, and helping in meal planning, provisioning, food service, Kitchen operations with ensuring all operational compliance and Food & Safety regulations.
Ensuring Cleanliness & hygiene is maintained at both Hub café & External cafeteria including kitchen as the highest standards.
Ensures daily food tasting, tracking sufficient food availability and No shortage of Food on any single day.
Ensures smooth cafeteria operations during high traffic period and guiding team as per requirement.
Monitoring tuck-shop operations, ensuring availability of foods & drinks and hygiene is maintained as per best in standard.
Coordinating & reporting in benchmarking of respective food menu as per best in industry.
Coordinating hygiene compliance in vendor's kitchen, in-house kitchen & cafeteria along with ensuring availability of signages, documents, checklist, etc. are as per UKG standard / contract.
Keeping track of all actual services, ensuring invoicing as per contract / agreement and keeping track of respective food consumptions.
Preparing different analysis on food services & taking proactive action towards food consumption head counts and reducing food wastage.
Coordinating with Food committee for periodic review of food service partners, Menu planning, Employee feedback analysis and working towards improvement of Food / cafeteria services.
Coordinating with food vendor & organizing quarterly food festivals for employees.
Taking different initiative on food services as per industry standards.
Coordinating in preparing Best Practices on Food services.
Event Management
Coordinating with different stakeholders in event planning, understand all aspects and ensuring each event (both in-house & outside) are managed flawlessly.
Arranging of required set up for both internal and external event (as required) as per business requirement.
Supporting in different in-house meeting arrangements, workshop, trainings, food arrangements, office celebrations as per the request from business / stakeholders.
Coordinating for required meetings to ensure that expectations are clear with business and a smooth experience is provided to the users.
Coordinating with registered or external food vendor and ensure the services on timely manner as per the requestor's specifications.
Activity support business / Welfare team on different Goodies distribution as per site requirement.
Supporting in organizing external events and logistics support.
Preparing & following pre-event questionnaire to coordinate each event successfully.
Coordinating in preparing process related best practices on events.
Coordinating in celebration of half yearly R&R, Team get-together etc. in WPS team.
Space / Asset Management
Coordinating with Leadership team on space requirement & allocating space as per process.
Keeping track of new / predicted joiners & leavers with support from TA team and preparing monthly space utilization / projection data for management.
Ensuring fortnight physical audit of different WPS signages & updating the gaps in an appropriate tracker and actively working towards closing the gap.
Supporting in providing appropriate solutions to employee query as per new state guidelines and tracker to be maintained.
Coordinating & sharing iOffice reports and other space related reports as and when required by management.
Coordinating with Corporate insurance team, insurance broker & finance for renewal of respective insurance policy before expiring date.
Keeping a track record of all the assets periodically for both fixed and movable as per policy.
Understanding of how to track and label the assets and do a periodic verification ensuring zero gap in the company records. Able to operate the associated machines for generating Asset tags.
Tagging of all WPS assets & doing physical verification every half yearly
Mapping asset tracker with invoices, insurance & FAR and ensure ZERO discrepancy
Coordinate with Finance/Security to manage the gate passes with both Returnable and Non-returnable assets.
Preparing different trackers related to Assets management and reporting in case of any gaps.
Coordinating with insurance brokers periodically & implementing best insurance plan.
Billing/Analysis/Others
Keeping track of PO, on-time payments in line with respective agreed terms and conditions.
Help manage the expense as per approved budgets.
Supporting in preparation of finance related support (like PO making, receiving etc.) of other colleagues in WPS.
Should be able to provide expense/other data in an analytical way to work on reports effectively.
Working in 24*7 environment including Saturdays, Sundays & Holidays as per site requirement.
Supporting other areas of services as required by management time to time.
Ensuring general upkeep of office premises as per UKG standard at respective area like Infrastructure, cleaning, Hygiene, safety & security etc. through daily floor walk and updating the gaps in WPS tracker.
Taking feedback from employees / Managers, working with team on corrective action and the details need to be recorded
KNOWLEDGE & SKILL:
Candidate should be Graduate or equivalent with excellent command in MS office to produce reports/formats/process/policies.
Should have analytical experience to showcase/produce presentations in different graphical/statistical forms such as charts/bars/, etc.
Must be a team player with excellent organizational and multitasking abilities.
The proven ability to work under pressure and deal with challenging situations
Excellent verbal & written communication skills.
Company Overview:
UKG is the Workforce Operating Platform that puts workforce understanding to work. With the world's largest collection of workforce insights, and people-first AI, our ability to reveal unseen ways to build trust, amplify productivity, and empower talent, is unmatched. It's this expertise that equips our customers with the intelligence to solve any challenge in any industry — because great organizations know their workforce is their competitive edge. Learn more at ukg.com.
UKG is proud to be an equal opportunity employer and is committed to promoting diversity and inclusion in the workplace, including the recruitment process.
Disability Accommodation in the Application and Interview Process
For individuals with disabilities that need additional assistance at any point in the application and interview process, please email
UKGCareers@ukg.com How to Apply:
Apply online through the official UKG careers portal.
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