Facilities Coordinator

Job Description:

We believe in bold ideas, diverse perspectives, and the drive to transform knowledge into impact. Here, your curiosity fuels progress, your voice shapes innovation, and your ambition helps redefine what’s possible within science and learning. We are a culture that obsesses over impact, challenges, and drives what’s next to power infinite possibilities for our customers, colleagues and society at large.

About the Role:

The Facilities Coordinator supports day-to-day workplace operations at the Pune office to ensure a safe, efficient, and employee-friendly environment. Reporting to the India Facilities Lead, this role works closely with internal teams, vendors, and service providers to deliver consistent facilities services aligned with company standards, policies, and budgets.

This is a hands-on, on-site role focused on operational execution, vendor coordination, and workplace experience, with opportunities to contribute to continuous improvement initiatives across Real Estate & Workplace Services.

Key Responsibilities:

Facilities Operations & Vendor Management

• Coordinate daily facilities services including HVAC, housekeeping, security, pest control, pantry, mailroom, and office equipment
• Manage vendor relationships to ensure service quality, SLA adherence, and safety compliance
• Conduct regular facility inspections and resolve operational issues

Workspace & Office Support

• Maintain workspace planning, seating arrangements, and support office moves
• Coordinate onboarding/offboarding activities such as desk setup and access cards
• Support workplace readiness for meetings, leadership visits, and internal events

Reception & Workplace Experience

• Oversee reception operations including visitor management and meeting room coordination
• Ensure a professional and welcoming workplace experience for employees and visitors

Financial & Administrative Support

• Track budgets, process invoices, and support vendor payments
• Maintain records for fixed assets and support audits
• Ensure compliance with internal controls, policies, and audit requirements (including SOX)

Health, Safety & Security

• Support compliance with health, safety, and workplace regulations
• Partner with security teams on access control, incident response, and emergency preparedness

Events & Engagement

• Provide logistical support for workplace events and employee engagement activities

Qualifications:

Education

• Bachelor’s degree in any field
• (Preferred) Degree or certification in Facilities Management, Real Estate, or Business Administration

Experience

• 3+ years of experience in facilities management, workplace services, or office operations
• Experience working in corporate or multinational environments is preferred
• (Preferred) Exposure to financial systems or facilities management tools

Skills & Competencies

• Experience coordinating with vendors and service providers
• Strong organizational and problem-solving skills
• Ability to manage multiple tasks and prioritize effectively
• Effective communication and collaboration with cross-functional teams
• Proficiency in Microsoft Office tools (Excel, Word, PowerPoint)

Core Competencies

• Customer focus and service orientation
• Accountability and ownership of tasks
• Results-driven with attention to detail
• Collaboration and teamwork
• Ability to identify issues and implement practical solutions

Additional Requirements

• On-site role based in Pune with daily office presence
• Ability to perform regular facility walkthroughs
• Comfortable with hands-on, operational responsibilities

We power infinite possibilities.

For more than 200 years, we've transformed knowledge into discoveries that shape the world. Today, our global team of innovators, creators, and experts is driving what's next in science, education, and publishing—creating impact that reaches everywhere. 

We're not just observers of progress. We're the ones accelerating scientific breakthroughs, advancing learning, and sparking innovation that redefines entire fields and improves lives. 

Here, your talent matters. Your ideas have room to grow. And your work creates breakthroughs that can change everything. 

Wiley is an equal opportunity/affirmative action employer. We evaluate all qualified applicants and treat all qualified applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability, protected veteran status, genetic information, or based on any individual's status in any group or class protected by applicable federal, state or local laws. Wiley is also committed to providing reasonable accommodation to applicants and employees with disabilities. Applicants who require accommodation to participate in the job application process may contact [email protected] for assistance.

We are proud that our workplace promotes continual learning and internal mobility. Our values support courageous teammates, needle movers, and learning champions all while striving to support the health and well-being of all employees. We offer meeting-free Friday afternoons allowing more time for heads down work and professional development, and through a robust body of employee programing we facilitate a wide range of opportunities to foster community, learn, and grow.

We are committed to fair, transparent pay, and we strive to provide competitive compensation in addition to a comprehensive benefits package. It is anticipated that most qualified candidates will fall within the range, however the ultimate salary offered for this role may be higher or lower and will be set based on a variety of non-discriminatory factors, including but not limited to, geographic location, skills, and competencies. Wiley proactively displays target base pay range for United Kingdom, Canada and USA based roles.

When applying, please attach your resume/CV to be considered.

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