Facilities and Office Coordinator 

Job Description

We are looking for an experienced individual with a minimum of 4 years of experience in an office management role. The person will ensure the smooth running of the facilities and office services and support the Facilities India team in delivering exceptional services to India staff. This is a full-time office-based role, and you must be flexible to cover daytime and evening shifts between (9:30 to 18:30 / 11:00 to 20:00 / 14:00 to 23:00). Occasionally, you may be asked to cover the night shift. 

Responsibilities 

Office management: 

• Responsible for working with local office stakeholders to define business needs for office management and services planning 
• Coordinate office moves/desk allocations/space management/office improvements 
• Ensure that the desk booking system is used by local staff according to the business practice, address non-compliance and escalate to AMFI if necessary. 
• Support Business Travel Coordinator with travel/visa arrangements, night shift transport and security provision, ensuring smooth service functioning. 
• Take on ad-hoc short and long-term projects from time to time as deemed necessary by the company 
• Responsible for the implementation of Health & Safety measures in the office. 
• Conduct office and remote workspace Ergonomics assessments in line with the Global Working Arrangements Policy 
• Work closely with Global HR and IT departments on staff on/off-boarding activities. 
• Work with the AMFI, Facilities India team, and third parties on environmental and sustainability initiatives. 
• Plan and manage company business and social events. 

Budget: 

• Manage the office expenses within the planned budget 
• Raise Purchase Orders and process invoices for all purchases and coordinate reconciliation with suppliers, ensuring that all items are invoiced and paid on time 

Business Travel: 

• Help employees plan, choose, and arrange for their business travel 
• Assist employees with documentation and visa process, Forex, Travel Insurance etc. 

Supplier management: 

• Manage office supplier contracts and contractors and maintain review process for contracts such as transport security, waste management, housekeeping, facilities alarm systems, CCTV, pest control, air conditioning, fire safety, pantry, electricity, and gas, and drive cost reduction. 
• Ensure all vendor Management Information System is updated 
• Research for new vendors and coordinate the Supplier Approval and onboarding process with the Governance, Legal and Finance team. 

Administration and reporting: 

• Coordinate office operations and procedures 
• Monitor procedures for record-keeping, and ensure filing systems are maintained  
• Prepare operational reports and schedules to ensure efficiency, including desk utilization, biometric door access, office expenses vs budget 

Support and cover: 

• Support for working with AMFI to create and implement real estate strategies that align with the YouGovs overall strategy 
• Manage all Indian employees personnel files for insurance purposes 
• Set up new joiners on all systems – liaising with the UK Headquarters 
• Arranging interviews for prospective new hires 
• Keep Admin processes up to date with Indian employment legislation 

Qualifications

• A minimum of 4 years of experience in an office management role  
• Excellent interpersonal, verbal and written communication skills  
• Exceptional organizational and time management skills  
• Excellent time management skills and ability to multitask and prioritize work  
• The ability to manage your workload and supervise the work of others concurrently