Transportation Coordinator

Job Title: Facility CoordinatorReports 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