Office Coordinator

Veeva Systems is a mission-driven organization and pioneer in industry cloud, helping life sciences companies bring therapies to patients faster. As one of the fastest-growing SaaS companies in history, we surpassed $3B in revenue in our last fiscal year with extensive growth potential ahead.

At the heart of Veeva are our values: Do the Right Thing, Customer Success, Employee Success, and Speed. We're not just any public company – we made history in 2021 by becoming a [public benefit corporation](https://medium.com/@peter.gassner/public-benefit-corporation-pbc-486e1e9508a6) (PBC), legally bound to balancing the interests of customers, employees, society, and investors.

Join us in [transforming the life sciences industry](https://www.youtube.com/watch?v=TaPSP8cCSKY&ab_channel=Forbes), committed to making a positive impact on its customers, employees, and communities.

### The Role

We are looking for a professional, dynamic, team player and active person with facilities and office management experience. In this role, you will be the heartbeat of our office—ensuring a seamless daily experience for our engineers, leaders and guests. This role includes managing all day-to-day office processes, coordinating small projects, and maintaining the overall facility.

This is an office-based position.

### What You’ll Do

• Execute daily office walkthroughs to ensure that the office is sparkling clean and fully stocked with the supplies employees need
• Work with the Global Workplace Team and contractors to ensure health & safety, including fire safety. Maintain a supply of first aid equipment
• Manage ordering of food/drinks and supplies, including vendor coordination (janitorial services, utility vendors, food suppliers, etc.) and associated budgets
• Ensure a welcoming reception experience for employees and visitors. Manage mail/shipping functions for the office.
• Support new hire onboarding with desk set-up, office tours, and supplies. Set a positive tone for new hires
• Act as a point of contact for employee and visitor requests, comments, and concerns
• Manage office ticketing system and resolve requests or issues efficiently
• Execute preventative office maintenance and small projects, including budget management
• Coordinate all purchases of furniture, fixtures, and equipment for the office
• Work with property management to ensure maintenance is being performed and all issues are resolved
• Ensure the office is compliant with Veeva security standards, including managing the badging process in the office
• Manage and coordinate all logistical details for onsite events - meeting rooms, AV setup, food & beverage, and rentals
• Work with employees to develop regular gatherings and office events
• Plan and execute annual employee events, including holiday party and summer event
• Raise invoices through Coupa, track payments, and actively follow up with vendors for missing invoices while maintaining strict data privacy.

### Requirements

• Bachelor’s degree in any stream (B. Com, BBA, BA, etc.) with [3–5] years of experience in office administration, front desk, or operations
• Fluent verbal and written communication skills in English
• Excellent customer service and communication/interpersonal skills
• Self-starter with a positive, can-do attitude. Able to work in a dynamic environment
• Strong project management skills, able to juggle multiple tasks with accuracy
• Intermediate to Advanced MS Office (Word, Excel, PPT) and general computer skills , Working knowledge of Google Workspace (Docs, Sheets, Calendar).
• Onsite role - office-based from Monday – Friday
• Must be committed to the required working hours at the office

### Nice to Have

• Prior experience working in a product development company, or an international IT setup with a diverse, multicultural workforce.