Associate Facilities Coordinator

About the role

This position serves as the primary point of contact for our Bangalore office, managing daily front desk operations and visitor experiences. You will ensure our workspace remains organized while supporting administrative tasks and coordinating with internal departments to maintain site functionality.

Key facts

What you'll do

• Welcome guests and provide professional assistance upon arrival
• Handle incoming emails and direct inquiries to the correct departments
• Oversee the check-in process, including visitor access and badging
• Keep the reception area tidy and prepared for daily operations
• Organize conference room calendars and meeting schedules
• Manage mail, package deliveries, and office supply stock
• Act as a point of contact for external vendors and service providers
• Help organize and run office meetings and company events
• Work alongside IT, Security, and Facilities staff to address workplace requirements
• Manage confidential records and sensitive data with care

Requirements

• High school diploma or equivalent (Associate or Bachelor degree preferred)
• 1 to 3 years of experience in administrative, receptionist, or front desk roles
• Fluent in English and Spanish for verbal and written communication
• Competence using Google Workspace or Microsoft Office
• Capacity to manage multiple tasks simultaneously in a busy setting
• High level of organization and focus on accuracy
• Professional attitude with a focus on customer service

Nice to have

• Background in a fast-growing corporate office
• Familiarity with the Envoy visitor management system
• Previous experience in office operations or facilities support
• Understanding of security protocols and access control systems
• Experience managing events, deliveries, and vendor relationships
• Ability to solve problems and work without constant supervision

Skills & tools

• Microsoft Office
• Google Workspace
• Envoy (preferred)

Practical notes

This role is based on-site in Bangalore. Compensation packages for international positions include equity, international benefits, visa assistance, and relocation support, with specific pay determined by experience, skills, and certifications. All offers are subject to a background check. Shieldai is an equal opportunity employer and provides accommodations for candidates with disabilities.