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 (PBC), legally bound to balancing the interests of customers, employees, society, and investors.

Join us in transforming the life sciences industry, 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.