Job title: Facilities and Office Coordinator
Job description: Company Description
YouGov is an international research data and analytics group.
We help the world’s most recognised brands, media owners and agencies to plan, activate and track better marketing activities. As pioneers of online market research, we have been building an ever-growing source of consumer data for the past twenty years. Creating the richest and most complete understanding of your customers’ complex lives. We call it living data.
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, and bring these values into everything that we do. Unlike our competitors, we understand how opinions and trends change from day-to-day, week-to-week and year-to-year. That’s why we have built a platform that gets you right to the source for reliable, accurate data that reflects the reality of a complicated world. Imagine if you could know what 17 million+ people in over 55 markets were thinking now? Or last week? And do so again and again? That’s why we’re different.
Rather than commissioned research that’s already out-of-date by the time it reaches someone’s inbox, our data is alive. So, no matter how quickly things change, our clients are always in the know.
YouGov. Living Consumer Intelligence
Diversity and inclusion are fundamental to YouGov. We are committed to giving the world a voice by capturing the opinions of all groups, including the ones that are often under-represented in research. We are also committed to making sure that our products and tools are free from any bias, as accuracy is key to what we do. None of the above can be done without having a truly diverse workforce, in an inclusive workplace. We are very keen on attracting and retaining the best talent. And best talent also means a diverse pool of talent, with various backgrounds and perspectives.
Supporting the wellbeing of our staff, including maintaining a good work and life balance, is important to us. As an Equal Opportunity Employer, qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender perception or identity, national origin, age, marital status, veteran status, disability status, or any other characteristic protected by law. All employment decisions are made on the basis of occupational qualifications, merit, and business need.
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 (7:30 to 16:30 / 11:00 to 20:00 / 14:00 to 23:00). Occasionally, you may be asked to cover the night shift.
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.
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
Help employees plan, choose, and arrange for their business travel
Assist employees with documentation and visa process, Forex, Travel Insurance etc.
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
Coordinate with Insurance company representatives for adding/deleting employees from the group policy
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
A minimum of 8 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
Flexible shift timings
Positive and proactive.
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
- 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
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Location: Goregaon, Maharashtra
Job date: Wed, 23 Nov 2022 05:06:38 GMT