Facilities and Office Coordinator

Job title – Facilities and Office Coordinator 

Job Description

We are looking for an experienced individual with a minimum of 8 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 YouGov’s overall strategy 

• Manage all Indian employee’s 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  

Behavioural competencies 

• Positive and proactive. 
• Resilient. 
• Quick to provide a solution in critical situations 

• Able to deliver results, meet deadlines and manage time effectively. 
• Approachable, curious and engaged. (We don't need all the answers immediately, but we always want to find them!) 
• Able to work with autonomy and as a team

Additional Information

Benefits -

• LinkedIn Learning
• Mental Health First Aiders
• Headspace App
• Annual Leave – 20 Days
• Birthday Leave – An additional day holiday on your Birthday
• Sick & Casual Leave – 12 Sick leave and 8 Casual Leave
• Maternity Leave
• Paternity Leave
• Private Medical Insurance
• Life Insurance
• Sodexo Meal Pass
• Leave & Travel allowance (LTA)
• Provident Fund
• Night Shift Transportation facility

Company Description and Culture 

YouGov is a global online research company, offering insight into what the world thinks.    

We speak daily to our panel of over 27 million registered members to understand opinion and behaviors around the world. We have a strong reputation as a source of accurate data and we’re trusted by the world’s biggest brands to get it right, making us the most quoted market research source in the world.  

Why join YouGov? 

Join our global team to help us achieve our social mission: to make millions of people’s opinions heard for the benefit of our local, national, and international communities. 

Understanding diversity of opinion requires diversity of background. Although our global panel of millions of people worldwide powers our research, our biggest asset is our people. If our research is to be truly representative of what the world thinks, we need people from all walks of life to be part of the team to bring their perspective to the work we do.  

Life at YouGov 

We are driven by a set of shared values. We are fast, fearless, and innovative. We work diligently to get it right. We are guided by accuracy, ethics, and proven methodologies. We respect and trust each other, bringing these values into everything that we do. 

We strive to provide YouGovers with best-in-class benefits to support their physical, financial, and emotional wellbeing. We want our employees to have a sense of belonging and uniqueness in a supportive workplace, so they can bring their full selves to work.  

Equal Opportunity Employer 

As an Equal Opportunity Employer, qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, gender identity or expression, and sexual orientation), parental status, national origin, marital status, age, disability, genetic information, HIV status, political affiliation, socioeconomic background, veteran status or any other characteristic protected by law or in line with our responsibilities as a fair and ethic employer. All employment decisions are made based on occupational qualifications, merit, and business need. 

Data Privacy

To find out how we collect and use your personal data when you apply for a role at YouGov, please read our privacy notice at https://jobs.yougov.com/privacy