Workplace Specialist

MongoDB’s mission is to empower innovators to create, transform, and disrupt industries by unleashing the power of software and data. We enable organizations of all sizes to easily build, scale, and run modern applications by helping them modernize legacy workloads, embrace innovation, and unleash AI. Our industry-leading developer data platform, MongoDB Atlas, is the only globally distributed, multi-cloud database and is available in more than 115 regions across AWS, Google Cloud, and Microsoft Azure. Atlas allows customers to build and run applications anywhere—on premises, or across cloud providers. With offices worldwide and over 175,000 new developers signing up to use MongoDB every month, it’s no wonder that leading organizations, like Samsung and Toyota, trust MongoDB to build next-generation, AI-powered applications.

Summary

MongoDB is hiring a Workplace Specialist within our Workplace function. The role will report into the Senior Workplace Manager for our company headquarters in New York City. This is a full-time position and involves managing day-to-day workplace operations to ensure a safe, efficient, and welcoming environment. Key responsibilities include executing preventative maintenance routines, managing ticket SLAs, coordinating vendor services, planning and executing in-office events, and enhancing the employee and guest experience through thoughtful hospitality. This role requires a proactive, detail-oriented individual with excellent communication skills and a strong ability to navigate ambiguity. The Workplace Specialist will also collaborate closely with our Front Desk Receptionist and provide coverage for the Receptionist during lunch breaks and PTO.

Key Responsibilities

• Preventative Maintenance & Facilities Routine Building:
• Establish and execute routine preventative maintenance schedules for building and office maintenance to proactively address issues before they arise
• Conduct regular inspections of office facilities, identifying and resolving concerns to ensure operational integrity and employee satisfaction
• Collaborate with vendors to coordinate recurring services (cleaning, repairs, etc.) and maintain consistent quality standards

• Ensure adherence to EHS (Environmental, Health, and Safety) standards, including OSHA guidelines, fire safety systems, evacuation procedures, and emergency preparedness
• Assist Sr. Manager in planning and overseeing facility upgrades, renovations, or moves, while following company green practices and energy management initiatives (LEED certification is a plus)

• Vendor and Contractor Management:
• Evaluate vendor-provided maintenance work for quality and compliance with facility standards
• Coordinate with outside contractors for equipment service and repairs, while ensuring all Certificate of Insurance (COI) documents are current and processed
• Maintain ongoing communication with vendors, contractors, and internal teams to ensure timely completion of tasks
• Assist Sr. Manager with sourcing and managing contracts for vendors and contractors, including cleaning, repairs & maintenance, and food services
• Workplace Operations:
• Oversee day-to-day office functions, including cleanliness, infrastructure management, and access control systems (Envoy, Verkada, Zendesk)
• Ensure all ticket SLAs are met, driving efficiency in resolving workplace-related issues and fostering timely communication
• Partner with the receptionist as the secondary point of contact for employee requests or guest inquiries, ensuring the office runs smoothly
• Events Execution:
• Plan and execute in-office events, including team-building activities, social gatherings, milestone celebrations, and more, ensuring alignment with company values
• Manage logistics such as catering, setup, breakdown, vendor coordination, and budget adherence to ensure smooth event execution
• Collaborate with internal and external stakeholders to deliver meaningful and engaging experiences for employees and visitors
• Administrative Support & Communication:
• Maintain a centralized process for managing access control, office supplies, equipment requests, and ticket systems to streamline workflows
• Actively monitor workplace tools (Zendesk, Verkada, Envoy) for operational requests, ensuring timely responses to employee needs in line with SLA requirements
• Serve as the communication hub between Workplace, vendors, and cross-functional teams, ensuring clarity and alignment of priorities
• Continuously review and improve processes for office operations, hospitality, event planning, and upkeep to elevate the in-office experience
• Collaborate with Workplace Team leadership on long-term initiatives that align with MongoDB’s strategic goals and Leadership Commitments

Requirements

• 5-7 years experience in facilities, vendor management and maintenance experience required
• FMP or other facilities certification, and familiarity with workplace tools (Envoy, Zendesk, Verkada) and building systems is highly preferred
• Demonstrable knowledge and related skills for HVAC, plumbing, electrical, lighting systems, and general building maintenance
• Exceptional communication skills and responsiveness in managing ticket SLAs and facilitating vendor or cross-team collaboration
• Adaptable and proactive problem-solving skills in navigating ambiguity or sudden changes
• A focus on customer satisfaction, hospitality, and the ability to take initiative are key
• A sense of urgency and multitasking are essential for managing multiple priorities while maintaining attention to detail
• Proficient with Google Suite, ZenDesk, MS office applications, Slack and Mac

To drive the personal growth and business impact of our employees, we’re committed to developing a supportive and enriching culture for everyone. From employee affinity groups, to fertility assistance and a generous parental leave policy, we value our employees’ wellbeing and want to support them along every step of their professional and personal journeys. Learn more about what it’s like to work at MongoDB, and help us make an impact on the world!

MongoDB is committed to providing any necessary accommodations for individuals with disabilities within our application and interview process. To request an accommodation due to a disability, please inform your recruiter.

MongoDB, Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type and makes all hiring decisions without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

REQ ID: 425532