Workplace Coordinator

Job Summary:

Perplexity AI is looking for an Workplace Coordinator to join our small team revolutionizing the way people search and interact with the internet. You will play a crucial role in maintaining a positive and productive workplace environment. You will oversee daily office operations, manage administrative tasks, organising events and contribute to shaping and preserving our company culture.

The ideal candidate is well organized, proactive, notices details and acts before being told, dedicated to promoting a culture of collaboration, respect, and inclusivity in Serbia.

Responsibilities:

• Ensure smooth day-to-day operations of the office.

• Manage office supplies inventory and place orders as needed.

• Handle incoming and outgoing correspondence and mail.

• Maintain office equipment and troubleshoot any issues.

• Organize team meals and main the kitchen full stocked with snacks and drinks.

• Liaise with building management and external vendors for facility-related issues.

• Maintain accurate records of all office vendors, including contact details, services provided, contract terms, renewal dates, and pricing, ensuring contracts are properly stored and easily accessible to relevant stakeholders.

• Coordinate the end-to-end process of negotiating, drafting, signing, and renewing vendor contracts in close collaboration with Finance and Legal, making sure all agreements comply with internal policies and budget

• Act as the primary point of contact for all office-related issues (facilities, equipment, utilities), promptly triaging, troubleshooting, and escalating problems to vendors, building management, or internal teams until resolved.

• Work in close partnership with the Finance team on purchase requests, invoice approvals, budget tracking, and reconciliation of office- and event-related expenses.

• Manage relationships and day-to-day coordination with courier and delivery services, including scheduling pickups, receiving packages, resolving delivery issues, and maintaining clear logs where needed.

• Plan, coordinate, and execute office events (team gatherings, celebrations, off-sites, workshops etc.), handling vendor selection, logistics, communications, and on-site support to ensure a smooth experience for employees.

• Welcome new hires and visitors to the office, act as a friendly first point of contact, and ensure they have everything they need to be productive from day one (access, desk, equipment, office tour).

• Partner with IT and People Ops to support smooth onboarding and offboarding in the Belgrade office, including access cards, workstations, seating plans, and collection/return of equipment.

• Maintain up-to-date office documentation (seating charts, vendor list, emergency contacts, office guidelines) and communicate relevant updates clearly to employees and other teams.

• Monitor overall office environment, proactively identify improvement opportunities (comfort, layout, supplies, signage), and drive small workplace projects to enhance the employee experience.

• Support health, safety, and compliance efforts in the office by following relevant policies and coordinating periodic checks with landlords and external providers where needed.

• Act as a cultural ambassador, fostering a positive and inclusive work environment.

Qualifications:

• Proven experience in office management, procurement, HR, or similar operational roles in multi-cultural environment. Experience in retail or hospitality is a plus.

• Prior experience in office management positions.

• Known for exceptional organizational skills, structured thinking, and the ability to bring order and visibility to complex operational environments.

• Strong communication and interpersonal abilities.

• Ability to prioritize tasks and work independently.

• Demonstrated commitment to promoting a positive company culture.

• Strong ownership mindset with a proactive approach to problem-solving and anticipating team needs.

• Experience supporting international teams and coordinating with global stakeholders across time zones.

• Skilled in organizing company events, employee experience initiatives and culture-building activities.

• Knowledge of Serbian and English languages.