Workplace Experience Coordinator

Role Purpose

The Workplace Experience Coordinator supports the day-to-day delivery of Gartner's Workplace Experience, ensuring the office remains safe, functional, efficient, and welcoming for associates, clients, and visitors.

As the face of Gartner and a central point of contact for workplace requirements, the Workplace Experience Coordinator delivers a positive and seamless workplace experience through the coordination of front-of-house services, workplace operations, vendor activities, office readiness, inventory, meeting support, and facilities administration.

What You Will Need

• •Experience in workplace operations, facilities coordination, office administration, reception, hospitality, customer service, or office coordination is preferred.
• •Experience in hotels, restaurants, airlines, or other customer-facing hospitality environments is highly advantageous.
• •Strong spoken and written communication skills, with the ability to interact effectively with people at all levels.
• •Tech-savvy, with proficiency in Microsoft 365 applications and the ability to quickly learn workplace technologies and systems.
• •Strong organizational, interpersonal, and problem-solving skills, with excellent attention to detail.
• •Ability to manage multiple priorities and tasks, take initiative, and work independently with minimal direction in a fast-paced environment.
• •Proactive, hands-on, and accountable, with a strong sense of ownership for delivering a positive workplace experience.
• •Ability to work additional hours when operationally required.

What You Will Do

Workplace Operations

• •Support daily workplace operations and conduct routine workplace inspections using established procedures, manuals, and checklists.
• •Inspect, record, escalate, and follow through on cleaning, repair, maintenance, and workplace presentation issues until resolution.
• •Coordinate new-hire onboarding and associate departures, including inductions, welcome kits, locker allocation, and building access cards, as applicable.
• •Support workstation moves, office changes, business continuity activities, and the consistent application of workplace standards.
• •Process business cards, staff name tags, and other office print requests.
• •Understand the operation and basic care requirements of office equipment, including coffee machines, dishwashers, microwaves, refrigerators, and similar appliances.

Vendor & Facilities Coordination

• •Coordinate maintenance activities with vendors, service providers, and building management, including raising and monitoring service tickets where applicable.
• •Monitor vendor performance and support the effective delivery of contracted workplace services.
• •Process purchase requests and supplier invoices in Coupa accurately and within required timelines.
• •Process and coordinate courier, mail, delivery, and related logistics requests.

Hospitality & Workplace Services

• •Coordinate hospitality requests, including catering, events, meeting-room setups, and office activities.
• •Maintain meeting rooms and ensure they are refreshed and ready after each use, including resetting furniture and identifying cleaning or maintenance needs.
• •Support the daily readiness and cleanliness of kitchen and pantry areas and equipment.
• •Conduct office-supplies audits and manage the efficient purchasing, storage, restocking, and inventory control of workplace, pantry, and consumable supplies.

Associate Experience & Service Delivery

• •Create a positive day-to-day workplace experience by responding to associate requests and providing practical support for the use of office facilities and services.
• •Guide associates in the use of Gartner workplace technologies, office-space platforms, and security systems.
• •Act as a central point of coordination for workplace and front-of-house requirements from associates and guests.
• •Build strong workplace relationships and proactively identify opportunities to improve the associate experience.

Guest, Client & Visitor Experience

• •Welcome clients, visitors, and associates in a professional manner, understand their requirements, provide general information, and connect them with the appropriate Gartner contact.
• •Answer front-of-house enquiries clearly, positively, and professionally, ensuring a high standard of customer care.
• •Ensure visitors and associates follow visitor management, office access, and security requirements.
• •Act as the central communication link between associates, visitors, and the Global Real Estate team for workplace and front-of-house requirements.
• •Maintain front-of-house and common areas so they remain clean, functional, safe, and guest-ready at all times.

Administration, Reporting & Continuous Improvement

• •Maintain accurate workplace documentation, operational records, checklists, and service information.
• •Produce operational reports and provide updates on workplace issues, service performance, and required actions.
• •Support continuous-improvement initiatives that strengthen service quality, efficiency, and the overall workplace experience.
• •Maintain confidentiality and exercise a high level of integrity when handling documents and information.

Teamwork & Stakeholder Coordination

• •Work closely with the Global Real Estate team to support the effective delivery of workplace experience and front-of-house services.
• •Provide backup support within the staffing structure and, where appropriately trained and authorized, cover relevant duties of another team member during absence or sickness to maintain service continuity.
• •Build effective working relationships with associates, clients, visitors, building management, vendors, and internal teams to achieve the objectives of the role.

Health, Safety & Compliance

• •Conduct routine safety inspections, report incidents, and escalate hazards or compliance concerns in accordance with applicable procedures.
• •Maintain first-aid supplies and support workplace emergency-readiness requirements.
• •Serve as a First Aid Officer and/or Fire Warden, subject to completion of required training and formal appointment.
• •Support the maintenance of an appropriate number of trained First Aid Officer and Fire Warden volunteers within the office.

Who are we?

At Gartner, Inc. (NYSE:IT), we guide the leaders who shape the world.

Our mission relies on expert analysis and bold ideas to deliver actionable, objective business and technology insights, helping enterprise leaders and their teams succeed with their mission-critical priorities.

Since our founding in 1979, we’ve grown to 20,000 associates globally who support over 13,000 client enterprises in ~90 countries and territories. We do important, interesting and substantive work that matters. That’s why we hire associates with the intellectual curiosity, energy and drive to want to make a difference. The bar is unapologetically high. So is the impact you can have here.

What makes Gartner a great place to work?

Our vast, virtually untapped market potential offers limitless opportunities – opportunities that may not even exist right now – for you to grow professionally and flourish personally. How far you go is driven by your passion and performance.

We hire remarkable people who collaborate and win as a team. Together, our singular, unifying goal is to deliver results for our clients.

Our teams are inclusive and composed of individuals from different geographies, cultures, religions, ethnicities, races, genders, sexual orientations, abilities and generations.

We invest in great leaders who bring out the best in you and the company, enabling us to multiply our impact and results. This is why, year after year, we are recognized worldwide as a great place to work.

Gartner is the world authority on AI

At Gartner, you’ll join a company at the very center of the AI revolution. Gartner has proactive, objective guidance throughout clients’ AI journeys. We set the standard for how organizations leverage artificial intelligence to