Here at Appian, our core values of Respect, Work to Impact, Ambition, and Constructive Dissent & Resolution define who we are. In short, this means we constantly seek to understand the best for our customers, we go beyond completion in our work, we strive for excellence with intensity, and we embrace candid communication. These values guide our actions and shape our culture every day.  When you join Appian, you'll be part of a passionate team that's dedicated to accomplishing hard things.

The Workplace & Facilities Specialist II provides administrative and facilities support for designated offices and/or regions as required. The ideal candidate will be a detail-oriented self-starter with strong communication and interpersonal skills, able to communicate effectively with individuals at all levels of the organization. This role serves as an intermediary between Appian employees and customers, prospects, partners, suppliers and third parties, you will collaborate with teams throughout the organization.

To be successful in this role, you will:

• Answer and manage incoming communications. Management and Coordination of outgoing and incoming India Office mail and deliveries, including the overseeing of creation of shipping labels and managing any issues with customs.

• Oversee maintenance of accurate records and database of badging, parking, and any other building access requirements for employees in India. Creation and distribution of physical badges and passes to employees in India. Maintain and produce reporting from internal and external attendance and security systems.

• Oversee the India office day-to-day operations. Supervises the maintenance and alteration of the India office and its equipment, as well as layout, arrangement, and housekeeping of office facilities. Monitor and maintain the office environment, ensuring cleanliness, stocking of supplies, integration of sustainability initiatives, and other required duties. Management of tasks and duties of all associated vendors or contractors i.e. security guards and cleaning crew.

• Responsible for purchasing of office supplies and miscellaneous furniture, office equipment, etc. for the entire staff in accordance with company purchasing policies and budgetary restrictions.

• Greet and direct visitors, including customers, prospects, partners, suppliers, third parties and job candidates, providing utmost level of hospitality and ensuring required protocols.

• Provide general assistance with travel when required, including hotel bookings, restaurant bookings, flight reservations, and transportation arrangements.

• Expense management and tracking of the office and workplace allocated budget. Coordinate and negotiate with external suppliers and third parties, for optimum terms on work, supplies, rates and all other expenditures.

• Assist with the coordination, expense tracking, and running of events. Oversee catering and conference room requests. Provide executive and inter departmental administration support. Handle special projects as assigned.

• Assist with development and implementation of sustainability initiatives with India facilities personnel.

• Oversee maintenance of India physical workstation/office-numbering system, database, floor plans and seating charts using our facilities management tools/software and CAD software.

• Collaborate with other Workplace & Facilities team members on driving and supporting Appian initiatives. Under the direction of RE & Facilities leadership, coordination and implementation of renovations, improvements, office moves, and other facilities related projects.

• Act as a senior member of the Safety committee and emergency building contact. Will assist with development, implementation and monitoring of India Health & Safety Plans and all associated records, databases, and trainings.

• Oversees onboarding of employees. Duties to include location requirements for health & safety, badging, seating, and other inter-departmental requests. Coordination of off-boarding of employees and collection of property and paperwork as needed.

• SEZ Processes Management. Work with SEZ authorities to make sure Appian is meeting all SEZ requirements. Management of the SEZ portal. Coordination with Appian Finance and Appian IT on invoicing, tax exemptions, & tracking of assets with association to the SEZ.

Basic qualifications: 

• 5+ years of experience with Workplace and Facilities operations or in a relevant related position

• Strong and precise organizational, interpersonal and communication skills

• A minimum of a BS/BA degree

• Must lead with a strong customer service approach and must work well under pressure

• Experience working in an SEZ Facility and handling all associated SEZ paperwork & management of the SEZ Online Portal

• IT skills, including Microsoft and Google Applications 

Tools and Resource 

• Training and Development: During onboarding, we focus on equipping new hires with the skills and knowledge for success through department-specific training. Continuous learning is a central focus at Appian, with dedicated mentorship and the First-Friend program being widely utilized resources for new hires. 
• Growth Opportunities: Appian provides a diverse array of growth and development opportunities, including our leadership program tailored for new and aspiring managers, a comprehensive library of specialized department training through Appian University, skills based training, and tuition reimbursement for those aiming to advance their education. This commitment ensures that employees have access to a holistic range of development opportunities.
• Community: We’ll immerse you into our community rooted in respect starting on day one. Appian fosters inclusivity through our 8 employee-led affinity groups. These groups help employees build stronger internal and external networks by planning social, educational, and outreach activities to connect with Appianites and larger initiatives throughout the company.

About Appian

Appian is a software company that automates business processes. The Appian AI-Powered Process Platform includes everything you need to design, automate, and optimize even the most complex processes, from start to finish. The world's most innovative organizations trust Appian to improve their workflows, unify data, and optimize operations—resulting in better growth and superior customer experiences. For more information, visit appian.com. [Nasdaq: APPN]

Follow Appian:Twitter, LinkedIn.

Appian Corporation is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, genetic information, or any other characteristic protected by law. Further, Appian will not discriminate against applicants for inquiring about, discussing or disclosing their pay or, in certain circumstances, the pay of their co‐worker, Pay Transparency Nondiscrimination. Appian provides reasonable accommodations to applicants and employees in accordance with all applicable laws.

If you need a reasonable accommodation for any part of the employment process, please contact us by email at ReasonableAccommodations@appian.com and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this email address.

Appian's Privacy Policy