Bengaluru, India

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:

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.

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.

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.

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.

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

Emergency Response:

Coordinate emergency drills and training for staff.
Act as a point of contact during emergencies, ensuring timely and effective response.

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.

Cafeteria:

Oversee cafeteria operation including pantry service.
Place orders on a need basis with respective vendor related to food and beverages, meals etc.

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

We are Toasters

Diversity, Equity, and Inclusion is Baked into our Recipe for Success.

At Toast our employees are our secret ingredient. When they are powered to succeed, Toast succeeds.

The restaurant industry is one of the most diverse industries. We embrace and are excited by this diversity, believing that only through authenticity, inclusivity, high standards of respect and trust, and leading with humility will we be able to achieve our goals.

Baking inclusive principles into our company and diversity into our design provides equitable opportunities for all and enhances our ability to be first in class in all aspects of our industry.

Bready* to make a change? Apply today!

Toast is committed to creating an accessible and inclusive hiring process. As part of this commitment, we strive to provide reasonable accommodations for persons with disabilities to enable them to access the hiring process. If you need an accommodation to access the job application or interview process, please contact [email protected].

Apply for this job

Job Title: Facility Coordinator

Reports To: APAC Workplace Experience Manager Job Summary:

Key Responsibilities:

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.

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.

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.

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.

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

Emergency Response:

Coordinate emergency drills and training for staff.

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

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.

Cafeteria:

Oversee cafeteria operation including pantry service.

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

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