New Hire Coordinator

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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 E