Facility Coordinator (Transportation ,Cafeteria, Admin)

Job Title: Facility Coordinator

Reports To: APAC Workplace Experience Manager Job Summary:

The Facility Coordinator is responsible for supporting the day-to-day operations of Toast, Bangalore Office. This role involves overseeing facility, maintenance, repairs, safety, security, transportation, cafeteria and compliance, as well as managing vendor relationships and ensuring a high standard of clean, safe, and functional working environment.

Key Responsibilities:

1. Facility Maintenance:

• Coordinate routine and preventive maintenance tasks.

• Schedule and oversee repairs, renovations, and equipment installations.

• Monitor the condition of facilities and equipment, addressing issues promptly.

2. Safety and Compliance:

• Ensure that all facilities meet health, safety, and environmental regulations.

• Conduct regular inspections and audits to identify potential hazards.

• Maintain records of safety procedures, incident reports, and compliance documentation.

3. Vendor Management:

• Liaise with external vendors for services such as cleaning, security, HVAC, and fire alarm system.

• Ensure timely and cost-effective delivery of services.

4. Space Management:

• Assist in planning and coordinating office space allocation and layout changes.

• Ensure efficient use of space and resources.

• Maintain up-to-date records of facility layouts and occupancy.

5. Administrative Support:

• Manage facility-related budgets, invoices, and purchase orders.

• Maintain accurate records of facility operations, including maintenance schedules and pantry & stationaries inventory.

• Reconciliation of visitor, temp, contractor badges and time stamp.

• Daily facility walk around to capture abnormalities and initiate action as appropriate.

• Impart bi- weekly training to help support staff to align with Job description and deliver the duties.

• Weekly check related to security and facility documents, register and documents for 100% compliance.

• Maintain accurate records related to soft, hard service, security & other compliance documents.

• Validate invoices vs delivery challan before submitting to finance team for payments

6. Emergency Response:

• Coordinate emergency drills and training for staff.

• Act as a point of contact during emergencies, ensuring timely and effective response.

7. Transport:

• Oversee daily transportation in terms schedule pick up and drop including night shift operations.

• Planning and deployment of escort security based on women employees commuting post 20:00pm or before 05:00am.

• Familiar with Bangalore geography in terms of routing and escort compliance.

• Random audits related to cabs and drivers to ensure the vendor is 100% compliance.

8. Cafeteria:

• Oversee cafeteria operation including pantry service.

• Place orders on a need basis with respective vendor related to food and beverages, meals etc.

1. Customer Service:

• Respond to facility-related inquiries and requests from employees.

• Address complaints and resolve issues promptly.

• Provide support for in-house events, All Hands meeting, special events, and conferences.

Qualifications:

• Education: Associate or bachelor’s degree in Facilities Management, Business Administration, or a related field is preferred.

• Experience: 2- 4 years of experience in facility management, operations, or a related field.

• Skills:

• Strong organizational and multitasking abilities.

• Excellent communication and interpersonal skills.

• Proficiency in MS Office (Word, Excel, Outlook) and facility management software.

• Knowledge of safety regulations and compliance standards.

• Ability to understand the Opex & capex budgets and control costs.

Working Conditions:

• Primarily office based.

• Weekly 5 days night shifts to manage nights shift operations related to facility and transport.

• May require some physical activity, such as walking or lifting.

• Availability for emergency response outside of normal working hours may be required.

Key Competencies:

• Attention to Detail

• Problem-Solving Skills

• Time Management

• Teamwork

• Customer Service Orientation