Facilities Supervisor

Facilities Supervisor (India)

Who we are:

Vonage is a global cloud communications leader that helps businesses accelerate their digital transformation through our fully programmable Unified Communications, Contact Center Applications, and Communications APIs.

Why this role matters;

Reporting directly to the Senior Director of Global Strategic Sourcing in New Jersey, US, you will be the driving force behind India’s Facilities operations, supporting a dynamic and growing team of 200+ employees and contractors. As a cultural ambassador, you’ll champion the company’s core values, ensuring our offices run seamlessly while creating an energizing and inclusive workplace that employees are proud to call their own.

Based in Bangalore, this role goes beyond Facilities, offering you a unique chance to collaborate across key business areas such as Sales, Marketing, HR, and Legal, gaining hands-on experience with global operations and making a real impact across the organization.

What you will do;

Office Operations and Facilities Management

• Oversee daily office operations, including maintaining office spaces, ordering, shipping and receiving supplies, managing employee access/ID cards and store room management
• Coordinate with co-working space management for facilities activities, ensuring compliance with company policies and budgets.
• Manage office relocations, expansions, renovations, and emergency arrangements, such as during pandemics.

Vendor and Procurement Coordination

• Prepare vendor contracts for procurement approval and onboard vendor accounts in Oracle.
• Raise purchase orders, process invoices with Accounts Payable, and manage monthly credit card reconciliations for India or global Facilities purchases.
• Ensure compliance with procurement policies and maintain accurate records.

Employee Onboarding and Support

• Support Global HR and IT teams with onboarding new employees and managing leaver processes in India offices.
• Oversee access-related tasks and facilitate smooth integration for all employees.

Event Coordination and Cultural Advocacy

• Organize local events such as town halls, executive visits, and social gatherings.
• Promote company values through wellness, social, and volunteering initiatives.
• Act as a cultural ambassador to enhance employee engagement.

Cross-Team Collaboration and Global Support

• Actively participate in monthly Global Facilities team calls and provide support to other locations as needed.
• Assist with local office arrangements and collaborate with teams across geographies to align operations and standards.

Logistics and Administrative Support

• Handle domestic and international courier shipments between offices, clients, and events.
• Support central functions like Finance, HR, Legal, and Recruitment with administrative tasks and documentation.
• Manage contractual and compliance paperwork with vendors, including obtaining signatures and handling courier arrangements.

What you will bring; 

• Extensive Office Management Expertise: Over 8 years of independent experience in managing office operations, administration
• Exceptional Communication and Relationship Skills: Strong command of English with professional written and oral communication abilities; skilled in fostering international collaborations and building positive working relationships.
• Highly Organized and Detail-Oriented: Demonstrates top-tier administrative and task management skills with flexibility to adapt to shifting priorities and excellent attention to detail.
• Tech-Savvy Professional: Proficient in Mac/Windows, Gmail, Google Suite, and report preparation; experienced in handling sensitive and confidential employee data.
• Resilient and Proactive: Maintains professionalism under pressure, takes initiative, and works effectively both independently and in challenging situations.
• Hands-On Facilities Management: Capable of performing physical tasks and managing local procurement processes with a practical approach.
• Language and Cultural Proficiency: Fluent in Kannada, enabling seamless local communication and collaboration.
• On-Site Flexibility: Available to work from the office three or more days a week to ensure efficient on-site support.

Other Desirable skills/experience you could bring;

• Experience in a Sales and/or Tech centric environment 
• Knowledge of existing business systems: Salesforce, Oracle, Certify.
• Proficiency in Hindi would be desirable