Hire Coordinator Job Mountain View area,California USA,Administrative/Clerical

Position: New Hire Coordinator

Role Summary

The New Hire Coordinator is responsible for managing onboarding and workspace readiness for all incoming employees, temporary staff, and vendors across Bay Area and SFO. Acting as a liaison between internal teams, external providers, and clients, the NHC ensures every new hire has a confirmed, functional workspace on day one.

Key Responsibilities

Onboarding & Seating Management

Seating Verification:
Verify and confirm seat assignments for all new hires and internal transfers.
Alternative Workspace Coordination:
Manage non‑standard seating arrangements including shared desks, agile neighborhoods, and drop‑in spaces.
Setup Coordination:
Collaborate with equipment, furniture, and gift teams for physical workspace readiness.
Transfer Management:
Facilitate turnkey management for internal transfers and contractors moving to FTE, updating digital and physical locations.

Data Management & Reporting

Complex Exports:
Generate and filter high‑priority exports on a strict weekly cadence.
System Maintenance:
Update and audit data across internal tools such as Tririga, Floor scope, and Moma.
Tracking:
Maintain the New Hire Seating Tracker and Unseated Employee Trix for regional leadership.
Technical Submissions:
Submit tickets for bulk seat assignments, unseating remote users, and resolving digital update conflicts.

Stakeholder Communication

Alias Management:
Own the nooglersetup@ alias, responding professionally.
Communication Cadence:
Execute mail‑merge campaigns, including reminder, urgent, and Friday communications.
Liaison Duties:
Primary point of contact for Space Captains, Administrative Business Partners, and Facility Managers.

Conflict Resolution & Problem Solving

Seating Conflicts:
Resolve over‑assigned or non‑existent seats and manage restricted areas.
Remote User Audits:
Conduct monthly unseating for approved remote employees to optimize real‑estate utilization.
Neighborhood Planning:
Apply specialized guidelines for campuses and executive exclusion lists.

Required Tools & Systems

Noogley:
Primary onboarding and seating tool.
Floor scope:
Internal floor plan and CAD system.
Tririga:
Global database for space‑related data.
Moma:
Internal reporting and cost center database.
GUTS:
Ticketing system for service requests.
Google Workspace:
Advanced proficiency in Sheets (filtering, formulas, mail merge) and Gmail (alias/signature management).

Education and Experience

Professional

Experience:

2‑4 years in Facilities Management, Occupancy Planning, HR Operations, or high‑volume administrative operations.
Educational Background:
Bachelor’s degree in Business Administration, Facilities Management, Data Analytics, or related field preferred; equivalent experience acceptable.

Operational & Analytical Skills

High‑Volume Execution:
Manage repetitive critical tasks with near‑zero margin for error.
Strict Deadline Adherence:
Deliverables due by noon on a daily or weekly cadence.
Conflict Resolution:
Identify and correct broken data, such as seats assigned to non‑existent rooms.

Communication & Finesse

Stakeholder Diplomacy:
Communicate with executive assistants, hiring managers, and leadership with finesse.
Written Communication:
Manage shared alias with prompt, consistent, brand‑aligned responses.
Discretion:
Handle sensitive employee information confidentially.

This position does not provide visa sponsorship. Candidates must be authorized to work in the United States without sponsorship.

Compensation

Estimated compensation: 65,400.00 – 86,050.00 USD per year.

Location

On‑site – Mountain View, CA.

Equal Opportunity

Jones Lang LaSalle (JLL) is an Equal Opportunity Employer and is committed to providing reasonable accommodations to individuals with disabilities. To request an accommodation, email For other recruiting inquiries, visit the Contact Us page.

All qualified applicants will be considered for employment regardless of criminal history in accordance with applicable state and local laws.

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