Facilities and Transport Coordinator

Location

Mumbai | India

Job description

Job Description

Since we established the YouGov Centres of Excellence (CenX) operations in India 5 years ago, our footprint has grown and we currently have almost 500 staff in 4 locations across the country. To support YouGov's dynamic growth, we are looking to add an additional person to our Facilities team in India that will help us better support local and global teams.

As our offices are opening at full capacity, following cancellation of the lockdown restrictions, we revert back to providing support to local teams covering different working shifts, including the night shift. The successful candidate for the role of Facilities and Transport Coordinator will be responsible for ensuring teams are provided with a safe, secure, health and safety compliant, and fully functional office. They will also, under instruction of their line manager, oversee and coordinate night transport and security logistics, as well as providing support the wider Global Facilities Team with tasks related to global business travel.

This is a full-time office-based role, and you will be required to cover various shifts on a rotational basis.

Responsibilities

Facilities management:

• Under the instruction from the Line Manager, ensure smooth running of the office facilities and related services.
• Ensure that the desk booking system is used by local staff according to the business practice, address non-compliance and escalate to Assitant Manager Facilities India if necessary.
• Work closely with the Global HR and IT departments on staff on/off-boarding activities when required.
• Work with the Facilities India team, and third party suppliers, on environmental and sustainability initiatives.

Night shift transport and security:

• Coordinate night transport and security for staff who work night shifts in all office locations in India.
• Ensure that waivers are signed by relevant staff and copies are shared with the HR team.
• Plan transportation routes as per weekly requests and communicate these to the transport and security suppliers.
• Review pick/drop data and escalate deviations from planned transport routes to Assistant Manager - Facilities India.
• Respond to staff feedback.
• Ensure staff and supplier compliance with all security and operational procedures.
• Coordinate with all staff to ensure pick/drop is facilitated.
• Produce daily, weekly, monthly, and ad-hoc transport usage/internal management information system and budgetary reports.

Business travel:

• Support the Global Facilities team in tracking business travel information
• Arrange Domestic/ International trips, accommodation, Forex and visas for India staff, and support travel arrangements in other office locations when required, with a focus on cost management, safety and efficiency

Budget and financial:

• Check invoices, and prepare summary sheets of Monthly transportation.
• Raise purchase orders, maintain management information system and support Account Payable team by reconciling travel, transport and security invoices.
• Assist Global Facilities in annual business travel budget planning.

Vendor/Supplier & Contract Management:

• Manage night shift transport and security supplier contracts and transport/security contractors.
• 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.

Health, Safety & Environmental:

• Identify and highlight risks related to business travel, night transport and security.
• Ensure relevant policies, manuals, risk assessments, and Youniverse content are up to date.
• Work closely with Global Facilities and Governance team to track the company's carbon footprint and other environmental impacts

Project support

• Support Global Facilities and other Governance Department teams in ad-hoc projects.

What do I need to bring with me

• 3 5 years of experience in a similar role
• Understanding of office management principles, including but not limited to health and safety, risk management to create safe and compliant working environment.
• A minimum of 3 years of experience in business travel coordination, including booking travel and reporting
• Good understanding of local infractructure and its limitations in order to support the night shift team with identifying the best routes for safety and cost saving
• Advance knowledge of MS office, specifically Excel, PowerPoint and Word

Behavioural competencies

• 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.

Some additional information

This is a full-time rotational shift role (40 hours a week) based at our Mumbai office.

Company Description and Culture

YouGov is a global online research company, offering insight into what the world thinks.

We speak daily to our panel of over 24 million registered members to understand opinion and behaviors around the world. We have a strong reputation as a source of accurate data and we're trusted by the world's biggest brands to get it right, making us the most quoted market research source in the world.

Why join YouGov

Join our global team to help us achieve our social mission: to make millions of people's opinions heard for the benefit of our local, national, and international communities.

Understanding diversity of opinion requires diversity of background. Although our global panel of millions of people worldwide powers our research, our biggest asset is our people. If our research is to be truly representative of what the world thinks, we need people from all walks of life to be part of the team to bring their perspective to the work we do.

Life at YouGov

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, bringing these values into everything that we do.

We strive to provide YouGovers with best-in-class benefits to support their physical, financial, and emotional wellbeing. We want our employees to have a sense of belonging and uniqueness in a supportive workplace, so they can bring their full selves to work.

Equal Opportunity Employer

As an Equal Opportunity Employer, qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, gender identity or expression, and sexual orientation), parental status, national origin, marital status, age, disability, genetic information, HIV status, political affiliation, socioeconomic background, veteran status or any other characteristic protected by law or in line with our responsibilities as a fair and ethic employer. All employment decisions are made based on occupational qualifications, merit, and business need.

Data Privacy

To find out how we collect and use your personal data when you apply for a role at YouGov, please read our privacy notice at

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