Workplace Experience Coordinator, India (Contract)

Overview

Run the Bangalore office day to day: the food program, the vendors behind it, the workspace, and the in-office onboarding and culture experience for new hires and visitors. This is a contract, in-office role.

What you'll do

• Source and onboard vendors for meals, snacks, beverages, merch, transport, office supplies, etc.
• Compare at least three quotes, check licensing and references, and run tastings before signing any vendor.
• Negotiate pricing, minimum orders, payment terms, and service levels, and get them in writing.
• Be the single point of contact for every vendor, resolve missed deliveries and quality issues quickly, and keep backup options ready for critical services.
• Review each vendor monthly on quality, reliability, and cost, and renegotiate or replace those that slip.
• Own the snack, meal, and supply budget: track spend weekly, flag overruns early, and recommend fixes.
• Plan weekly lunch and dinner menus for the whole team, including specific dietary needs (currently vegetarian, non vegetarian, and lactose intolerant, with the list possibly growing).
• Confirm headcounts, coordinate orders, and make sure food arrives on time and is set up well.
• Keep the pantry stocked and rotate snacks based on what gets eaten and what gets left behind.
• Test new ideas as short pilots before committing budget, such as a new caterer, a snack subscription, or a weekly team ritual.
• Define success before each pilot (participation, cost per person, satisfaction score), run it for two to four weeks, then decide whether to scale, change, or stop it.
• Collect feedback continuously through pulse surveys, Slack polls, and conversations over lunch.
• Share a short monthly update on what you heard, what you changed, and what you're testing next.
• Keep a simple log of every experiment and its results.
• Own the in-office side of onboarding: desk and equipment ready before day one, an office tour, an introduction to the neighborhood, and a check-in at the end of week one.
• Set the tone for every new hire and visitor.
• Plan and run low-cost, high-impact monthly team bonding activities, plus small weekly rituals.
• Build traditions for the Bangalore team, from festival celebrations to marking launches, milestones, and new joiners.
• Keep the office clean, organized, and well-stocked, manage stationery and supply inventory with reorder levels, and work with housekeeping and building management to resolve issues fast.
• Generate guest passes, greet visitors on arrival, and share helpful information about the office and surrounding area.
• Be the go-to person for office requests, from a broken chair to a last-minute meeting setup.

What you'll need

• Prior experience in office operations, workplace experience, administration, hospitality, or a similar role.
• Hands-on vendor management: sourcing vendors, negotiating rates and terms, and holding them to agreed service levels.
• Comfortable with numbers: able to build a budget tracker in Google Sheets, compare quotes side by side, and explain where the money goes.
• An experimenter's mindset: test small, ask for feedback, and change course based on what you learn.
• Strong organizational skills with excellent attention to detail.
• A warm, confident communicator who can welcome a visitor and hold firm in a vendor negotiation on the same day.
• Ownership: notice what needs fixing and fix it without being asked.
• Comfortable working in a fast-paced, in-person environment and managing multiple priorities at once.

Nice to have

• Experience supporting employee travel bookings.
• Event planning or team engagement experience, especially on a tight budget.
• Previous experience in a startup or fast-growing environment.
• Experience setting up an office or food program from scratch.
• Kannada or Hindi, for working with local vendors.

Details

• Location: Bangalore office, India.
• Work mode: in-office, five days a week onsite.
• Employment type: contract.