Workplace Coordinator

QAD is building a world-class SaaS company, and we are growing. We are looking for talented individuals who want to join us on our mission to help solve relevant real-world problems in manufacturing and the supply chain.

Only candidates based or willing to relocate to Pune will be considered, as our operations are strictly limited to this location. 

Job Summary -

The Workplace Coordinator is a critical position, acting as the central hub for the physical office environment and high-level executive support. This pivotal role blends complex administrative management, including confidential correspondence and logistical coordination for senior executives (especially travel), with comprehensive facilities oversight. Based in Pune, this individual will oversee a new office setup there, manage the Mumbai office, and coordinate any future office developments across India. The responsibilities encompass ongoing coordination for both conventional office spaces and engaging with service providers for managed office environments. Handle all sensitive information with the utmost discretion and professionalism. 

Key Responsibilities:

.Managed/Conventional Office Operations & Facilities (The Workplace Coordinator Function)

• Vendor and Building Liaison: Serve as the primary point of contact for the managed office’s property management and all external service providers (e.g., cleaning, catering, security, maintenance).

• Facility Management: Coordinate and oversee all necessary office repairs, maintenance requests, and preventative maintenance for the office space, equipment, and building systems.

• Office Environment: Conduct regular walkthroughs to ensure the workspace, common areas, and meeting rooms are tidy, functional, and reflective of a professional, safe, and welcoming environment.

• Inventory & Supplies: Manage and maintain inventory for general office, kitchen, and printing supplies, handling ordering, receiving, and stocking while adhering to a defined budget.

• Administrative Support: Oversee mailroom operations, manage the reception area (greeting visitors), and coordinate logistical support for new employee onboarding (workstation setup, access credentials).

• Event Coordination: Plan and execute the logistics for internal meetings, corporate events, and employee engagement activities within the office (including catering, AV setup, and room configuration).

For Executive Leadership Team execute the following activities:

• Calendar Management: Resolve conflicts and schedule complex calendars across global time zones.

• Travel Coordination: Coordinate comprehensive domestic and international travel logistics and itineraries.

• Administrative Support: Prepare meeting materials, track action items, draft confidential correspondence and reports, and manage expense reporting.

• Team Outings: Support team outings and arrangements

Skills / Qualifications

• Experience

5+ years of progressive experience in a combined Executive Assistant and Office Management/Workplace Coordination role, preferably within a fast-paced environment.

• Core Soft Skills

Exceptional organizational skills with strong attention to detail and the ability to multitask and prioritize complex projects.

Superior Communication (written and verbal) and interpersonal skills for interacting with senior leadership, employees, vendors, and clients.

• Mindset

Proactive problem-solver with a resourceful, hands-on attitude. Highly professional, adaptable, and committed to excellent customer service.

• Technical Proficiency

High proficiency in Google Workspace (Docs, Sheets, Calendar) or Microsoft Office Suite (Teams, other applications). Experience with a facility/ticketing system (e.g., Jira, ServiceNow) is a plus. AI proficiency preferred

• Education

A bachelor's degree in Business Administration or a related field is preferred.

QAD Inc. is a leading provider of adaptive, cloud-based enterprise software and services for global manufacturing companies. Global manufacturers face ever-increasing disruption caused by technology-driven innovation and changing consumer preferences. In order to survive and thrive, manufacturers must be able to innovate and change business models at unprecedented rates of speed. QAD calls these companies Adaptive Manufacturing Enterprises. QAD solutions help customers in the automotive, life sciences, packaging, consumer products, food and beverage, high tech and industrial manufacturing industries rapidly adapt to change and innovate for competitive advantage.
QAD is committed to ensuring that every employee feels they work in an environment that values their contributions, respects their unique perspectives and provides opportunities for growth regardless of background. QAD’s DEI program is driving higher levels of diversity, equity
and inclusion so that employees can bring their whole self to work.
We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.

About QAD:

QAD | Redzone is redefining manufacturing and supply chains through its intelligent, adaptive platform that connects people, processes, and data into a single System of Action. With three core pillars — Redzone (frontline empowerment), Adaptive Applications (the intelligent backbone), and Champion AI (Agentic AI for manufacturing) — QAD | Redzone helps manufacturers operate with Champion Pace, achieving measurable productivity, resilience, and growth in just 90 days.

QAD is committed to ensuring that every employee feels they work in an environment that values their contributions, respects their unique perspectives and provides opportunities for growth regardless of background. QAD’s DEI program is driving higher levels of diversity, equity and inclusion so that employees can bring their whole self to work.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.