Senior Workplace Coordinator

About Rippling

Rippling gives businesses one place to run HR, IT, and Finance. It brings together all of the workforce systems that are normally scattered across a company, like payroll, expenses, benefits, and computers. For the first time ever, you can manage and automate every part of the employee lifecycle in a single system.

Take onboarding, for example. With Rippling, you can hire a new employee anywhere in the world and set up their payroll, corporate card, computer, benefits, and even third-party apps like Slack and Microsoft 365—all within 90 seconds.

Based in San Francisco, CA, Rippling has raised $1.4B+ from the world’s top investors—including Kleiner Perkins, Founders Fund, Sequoia, Greenoaks, and Bedrock—and was named one of America's best startup employers by Forbes.

We prioritize candidate safety. Please be aware that all official communication will only be sent from @Rippling.com addresses.

About the role

As a Senior Workplace Coordinator, you will play a key role in ensuring our office operates smoothly, efficiently, and safely while fostering a welcoming and engaging workplace experience. This is a hands-on, service-oriented role which will involve working in rotational shifts and requires adaptability, problem-solving, and strong communication skills. You will serve as a primary point of contact for employees, vendors, and building management, addressing day-to-day office needs, supporting events, and maintaining a high standard of operational excellence.

What you will do

• Conduct a daily walkthrough to ensure office spaces are clean, functional, and free of hazards.
• Manage employee transport and cab operations to support seamless daily commuting.
• Coordinate with transport vendors to ensure high service quality, route optimization, and timely schedules.
• Oversee compliance and safety protocols for all commute solutions and transport partners.
• Manage and respond to employee requests and grievances submitted through Jira, Slack, email, or other channels.
• Oversee day-to-day office operations, including F&B and transport/commute programs, shipping and receiving (employee and business mail), office supply management, security, M&E, and janitorial.
• Act as a liaison with building management to coordinate vendor access, maintenance requests, and other facility needs, ensuring safety, compliance, and engaging employee experience
• Support event planning and execution in collaboration with Workplace Managers, Event Coordinators, and Marketing. Plan, source, and execute events like month-end happy hours and engagement pop-ups.
• Assist in managing workplace projects, including office moves, adds, and changes, occupancy planning, design & build turnkey projects, rennovation, ensuring seamless transitions for employees.
• Maintain emergency preparedness by holding an emergency warden role and being First Aid and CPR certified.
• Ensure vendors and service providers meet performance expectations, including day porters, janitorial teams, and F&B vendors, via a centrally coordinated FM model.
• Independently execute employee engagement initiatives, such as themed happy hours or other workplace experience programs.
• Develop and document workplace procedures, operational guides, and training materials to enhance efficiency and self-sufficiency.
• Cross-train to provide coverage for the Workplace Manager, ensuring seamless operations when they are out of office.
• Build workplace reports with Data & Analytics insight. Hands on expertise in Workplace Analytics & PropTech Enablement and content creation to manage employee facing confluence/source pages.
• Maintains logs, trackers & occurrences register. Funnels all information as per escalation matrix to vendor & all internal stakeholders.
• Manage and coordinate vendor payments, ensuring timely processing of invoices and accurate record-keeping.

What you will need

• Graduate in any stream (Candidates with a degree in Hotel Management, Facility Management, Hospitality Management, or an equivalent discipline).
• Proven knowledge and experience in Facility Management operations.
• 5+ years of experience in Transport operations, Workplace Operations, Facilities, Real Estate, or a fast-paced service industry such as retail, hospitality, or restaurants.
• Ability to handle a high volume of requests while maintaining a calm, professional, and solution-oriented approach.
• Strong problem-solving skills, demonstrating initiative in identifying and implementing workplace improvements.
• Highly organized with grit, tenacity, and resilience, understanding that workplace operations may require non-traditional hours.
• Experience working in Jira, Slack, or similar ticketing/communication platforms is a plus.
• Comfortable managing multiple vendors, coordinating maintenance requests, and working closely with building management.
• Passion for creating a positive and engaging office environment that enhances employee productivity and connection.
• Willing to work in the office Monday–Friday, on rotational shifts involving nights and occasionally during weekends for events or critical vendor work.
• Understanding of global real estate operations and cross-cultural collaboration.
• Additional language skills relevant to region/area (if preferable)
• Proven track record in transport management, vendor coordination, and commute operations.

Note:

• This is a full-time, in-office role (Monday to Friday)
• This role requires you to work in rotational shifts.

Additional Information

Rippling is an equal opportunity employer. We are committed to building a diverse and inclusive workforce and do not discriminate based on race, religion, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other legally protected characteristics, Rippling is committed to providing reasonable accommodations for candidates with disabilities who need assistance during the hiring process. To request a reasonable accommodation, please email [email protected]

Rippling highly values having employees working in-office to foster a collaborative work environment and company culture. For office-based employees, Rippling considers working in the office, to be an essential function of the employee's role.

#Li