Facilities Associate

Overview

Support the AHI Environment team with food vendor management, day-to-day procurement, transportation, travel desk operations, and general office administration to keep workplace operations smooth, secure, and efficient.

What you'll do

• Coordinate and oversee 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.
• 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.

What you'll need

• 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.
• Familiarity with visitor management systems and access card software.

Nice to have

• Certification in Occupational Health and Safety (OHS) or Fire and Safety Management.

Details

• Location: Chennai, India.
• Works shifts, including night shift employee transportation coordination.