New Hire Coordinator

JLL empowers you to shape a brighter way.  

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

Role Summary

The New Hire Coordinator is responsible for managing the onboarding and workspace readiness lifecycle for all incoming employees, temporary staff, and vendors across the Bay Area and SFO regions. Acting as a critical liaison between internal Google teams, external service providers, and clients, the NHC ensures that every "Noogler" has a confirmed, functional workspace on their first day. This role requires a balance of high-volume data management, complex problem-solving, and professional stakeholder communication.

Key Responsibilities

1. Onboarding & Seating Management

• Seating Verification: Verify and confirm seat assignments for all new hires and internal transfers within the Noogley tool.

• Alternative Workspace Coordination: Manage non-standard seating arrangements, including Assignable Shared/Rotational (double-stacked) desks, Agile/Neighborhood allocations, and Drop-In spaces.

• Setup Coordination: Collaborate with equipment, furniture (OWP), and gift teams to ensure physical workspace readiness by the user's start date.

• Transfer Management: Facilitate "turnkey" management for internal transfers and converts (Contractor to FTE), ensuring their digital and physical locations are updated in system tools like Moma and Floorscope.

2. Data Management & Reporting

• Complex Exports: Generate and filter high-priority Noogley exports on a strict weekly cadence (Monday, Tuesday, Wednesday) to drive communication and tracking.

• System Maintenance: Regularly update and audit data across Google internal tools, including Tririga (CAFM database), Floorscope (CAD floor plans), and Moma.

• Tracking: Maintain the New Hire Seating Tracker and the Unseated Employee Trix, providing holistic totals for regional leadership.

• Technical Submissions: Submit GUTS tickets for bulk seat assignments, unseating remote users, and resolving digital update conflicts.

3. Stakeholder Communication

•  Alias Management: Act as the primary owner of the nooglersetup@ email alias, responding to inquiries with high finesse and professional "canned responses".

• Communication Cadence: Execute high-volume mailmerge campaigns, including:

  • Reminder Comms: Sent 12 days prior to start.

  • Urgent Comms: Sent 5 days prior to start date - to hiring managers and partners.

  • Individual Friday Comms: Targeted outreach for immediate start-date actions.

• Liaison Duties: Serve as the main point of contact for Space Captains, Administrative Business Partners (E/ABPs), and Facility Managers. 

 

4. Conflict Resolution & Problem Solving

• Seating Conflicts: Identify and resolve issues where seats are over-assigned, do not exist in the CAD system, or are located in restricted areas (e.g., Child Care buildings).

• Remote User Audits: Manage the monthly unseating process for approved remote employees to optimize real estate utilization.

• Apply specialized neighbor planning guidelines for specific campuses and executive exclusion lists.

Role Requirements:

Required Tools & Systems

• Noogley: Primary onboarding and seating tool.

• Floorscope: Google’s internal floor plan and CAD system.

• Tririga: Global database for all space-related data.

• Moma: Internal reporting and cost center database (and BacyMocha)

• GUTS: Internal ticketing system for service requests.

• Google Workspace: Advanced proficiency in Sheets (Filtering, Formulas, Mailmerge) and Gmail (Alias/Signature management)

Education and Experience

• Professional Experience: 2–4 years of experience in Facilities Management, Occupancy Planning, HR Operations, or a high-volume Administrative Operations role within a corporate environment.

• Educational Background: A Bachelor’s degree in Business Administration, Facilities Management, Data Analytics, or a related field is preferred, though equivalent professional experience in large-scale office transitions is acceptable.

Operational & Analytical Skills

• High-Volume Execution: Proven ability to manage a high volume of repetitive but critical tasks (e.g., weekly seating audits) with a near-zero margin for error.

• Strict Deadline Adherence: Experience working within a "cadence-driven" environment where specific deliverables are due by noon on a daily or weekly basis.

• Conflict Resolution: The ability to identify "broken" data—such as a seat assigned to a non-existent room or a remote user retaining a physical desk—and take the necessary steps to rectify it through system updates.

Communication & "Finesse"

• Stakeholder Diplomacy: Ability to communicate with "finesse" when dealing with executive assistants (E/ABPs), hiring managers, and regional leadership. This includes the ability to explain complex seating constraints (like "double-stacking" or agile neighborhoods) clearly and professionally.

• Written Communication: Proficiency in managing a shared alias, ensuring responses are prompt, consistent with brand voice, and professional in tone.

• Discretion: Ability to handle sensitive employee information, including transfer data and cost center details, with total confidentiality.

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

Estimated compensation for this position:

65,400.00 – 86,050.00 USD per year

This range is an estimate and actual compensation may differ. Final compensation packages are determined by various considerations including but not limited to candidate qualifications, location, market conditions, and internal considerations.

Location:

On-site –Mountain View, CA

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements.  We’re interested in getting to know you and what you bring to the table!

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health. Some of these benefits may include:

• 401(k) plan with matching company contributions

• Comprehensive Medical, Dental & Vision Care

• Paid parental leave at 100% of salary 

• Paid Time Off and Company Holidays

• Early access to earned wages through Daily Pay

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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For candidates in the United States, please see a full copy of our Equal Employment Opportunity policy here.

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at HRSCLeaves@jll.com. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

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Pursuant to Columbia, SC ordinance, this position is subject to a background check for any convictions directly related to its duties and responsibilities. Only job-related convictions will be considered and will not automatically disqualify the candidate.

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Accepting applications on an ongoing basis until candidate identified.