Facilities Associate

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Role Summary

The Facilities Associate will join the Environment team and provide support across food vendor management, day-to-day procurement, transportation, travel desk operations, and other general office administration activities. This role is responsible for helping ensure smooth, secure, and efficient workplace operations.

The ideal candidate is proactive, detail-oriented, and able to identify issues and drive them to resolution. The role requires strong multitasking and prioritization skills, along with proficiency in Microsoft Office applications such as Outlook, Word, Excel, and PowerPoint.

Team Summary

The AHI Environment team is accountable for day-to-day coordination with suppliers, contractors, operations, and office maintenance teams to support routine and ad hoc workplace activities.

The team manages facilities-related functions such as materials and facilities, information security, campus-wide facilities, electrical, water, and equipment support. It works collaboratively with internal and external stakeholders using strong influencing and negotiation skills to maintain a safe, efficient, and well-supported work environment.

Essential Job Responsibilities

• Coordinate and oversee the day-to-day management of supplies, equipment, and facilities, including maintenance, inventory management, logistics, security, and pest control activities.
• Maintain office administrative facilities and ensure availability of daily miscellaneous requirements to support a harmonious work culture.
• Arrange conference rooms and ensure meeting room setups are completed as required.
• Respond to queries or concerns related to individual cases in a timely, friendly, and efficient manner in accordance with organizational standards.
• Monitor statutory compliance requirements, audit readiness, documentation, and business control processes related to facilities operations.
• Support material resource planning, forecasting, and sourcing for procurement of various stocks to maintain smooth operations.
• Maintain processes, documentation, business control checks, and audit support for all facility and administration activities.
• Coordinate daily activities related to company and building access cards and issue photo IDs.
• Coordinate service calls for office equipment, including copiers, faxes, printers, and AV equipment.
• Support arrangements for important office events and celebrations, including annual day celebrations.
• Order office and cafeteria supplies as needed.
• Assist with internal moves and workspace relocations.
• Support new joiner formalities.
• Manage repair, maintenance, and replacement of office equipment.
• Maintain a strong working relationship with the base builder to support smooth operations.
• Provide backup support to other team members as needed to ensure high service levels across facilities functions.
• Coordinate daily transport operations, including employee pick-up and drop arrangements.
• Manage night shift employee transportation with attention to safety, timely pick-up and drop, and proper route planning.
• Address employee transport-related queries or issues efficiently.
• Serve as a primary point of contact for travel bookings, including air and train tickets and hotel accommodations for domestic and international travel.
• Maintain travel records and support documentation for audit purposes.
• Support contract renewals, invoice verification, and vendor issue resolution.
• Coordinate with employees working night shifts to ensure smooth transport and security arrangements.
• Address employee concerns related to facilities, travel, or transport in a timely manner.
• Collaborate with other departments to support smooth operations and cross-functional coordination.
• Assist in planning and execution of office events and employee engagement initiatives.

Additional Job Responsibilities

• Support vendor coordination and follow-up for service delivery and issue resolution.
• Assist in maintaining workplace safety, compliance, and operational readiness.
• Contribute to process improvements in facilities, transport, and travel operations.
• Perform other duties as assigned in support of team and organizational objectives.

Expected Education & Experience

• Graduate with strong communication skills.
• 6 to 8 years of experience in facility management.
• Flexibility to work shifts.
• Strong customer service orientation.
• Ability to multitask and prioritize tasks effectively.
• Proficiency in MS Office Suite, including Excel, Word, PowerPoint, and Outlook.
• Working knowledge of ticketing tools such as ServiceNow, along with familiarity with visitor management systems and access card software.
• Certification in Occupational Health and Safety (OHS) or Fire and Safety Management is preferred.