Associate Facilities Coordinator (R5345)

Founded in 2015, Shield AI is a venture-backed defense-tech company with the mission of protecting service members and civilians with intelligent systems. Its products include Hivemind autonomy software and V-BAT and X-BAT aircraft. With offices and facilities across the U.S., Europe, the Middle East, and Asia-Pacific, Shield AI’s technology actively supports operations worldwide. For more information, visit www.shield.ai. Follow Shield AI on LinkedIn, X, Instagram, and YouTube.

What you'll do

Assist with office setup activities and support day-to-day operational requirements to ensure smooth workplace functioning.

Coordinate maintenance and repairs of printers and other office equipment, working closely with vendors and service providers to ensure timely resolution.

Manage housekeeping services and follow up with office landlord (in current location CorporatEdge) to maintain workplace standards.

Track and replenish stationery and other office consumables while maintaining inventory records.

Coordinate incoming and outgoing deliveries, courier services, and shipment logistics.

Liaise with building management for access permissions, facility requirements, and receipt of shipments from external service providers.

Support facility operations by coordinating with vendors, monitoring service delivery, and assisting with workplace maintenance activities.

Maintain accurate records of office assets, inventory, and supplies to ensure operational readiness.

Assist with documentation, filing, printing, record-keeping, and other administrative support activities.

Coordinate visitor access, meeting passes, and entry arrangements, including facilitating access for meetings held in restricted locations such as Government and Military offices.

Support workplace events, employee engagement activities, and other office administration initiatives as needed.

Respond to employee facility and administrative requests in a timely and professional manner.

Required qualifications

2–5 years of experience in facilities management, office administration, workplace operations, or related functions.

Language Skills: Basic professional proficiency in English and Hindi (spoken and written).

Must own a bike/two-wheeler/car and possess a valid driving license .

Experience working with vendors, service providers, and building management teams.

Familiarity with inventory management, procurement coordination, office administration, and workplace services.

Working knowledge for Microsoft Office applications (Word, Excel, PowerPoint).

Strong organizational and coordination skills with attention to detail

Good communication and stakeholder management skills.

Ability to multitask and priorities in a fast-paced environment.

Preferred qualifications

Experience coordinating visitor management and access requirements for government or high-security facilities.

Actual experience supporting corporate office facilities/ workplace operations.