Facilities Coordinator

Entity:

Technology

Job Family Group:

Business Support Group

Job Description:

At bp, we provide an excellent working environment and employee benefits such as an open and inclusive culture, a great work-life balance, tremendous learning and development opportunities to craft your career path, life and health insurance, medical care package and many others.

Safety is our primary focus. The laboratory team based in Bengaluru requires timely access to chemicals, specialist materials, and third‑party services to support evolving research programmes, with stakeholder requests received on a continual basis.

This role provides dedicated, on‑site procurement and finance support to enable safe, compliant, and timely delivery of laboratory requirements. Working closely with local laboratory teams and in collaboration with the wider procurement and finance organisation, the role ensures demand is effectively handled, required information is gathered efficiently, and issues are proactively resolved to support uninterrupted research delivery.

Job purpose and primary objectives:

The Facilities Coordinator provides finance and procurement process support alongside broader administrative support, including training coordination, meeting and event organisation, and arrangement of specialist services. While primarily supporting Bengaluru‑based teams, the role also works closely with laboratories and procurement and finance teams across the global network.

Safety

• Act as the local SPA for the Send Word Now (C&CM) system, including user management, annual testing, user training, and execution of communications as required.
• Actively participate in laboratory safety tours, supporting continuous improvement in safety practices.
• Align with and support delivery against defined safety metrics.
• Compile and report monthly driving and contractor hours data to the HSE team.
• Support visitor and hot‑desk user safety inductions.
• Coordinate requisitioning, scheduling, record‑keeping, and compliance tracking for mandatory and role‑specific training.

Administration duties:

• Lead end‑to‑end financial administration in support of bp teams, serving as the local subject‑matter expert for purchase requests, receipting, invoicing, and payment processing.
• Liaise with Procurement, Finance, and cross‑location bp teams (Pune, Budapest, Kuala Lumpur) to ensure accurate and timely financial processing.
• Complete financial reconciliations and reporting, collaborating with local and global stakeholders.
• Act as SAP/ARIBA super user, creating purchase requests and orders, managing vendor invoicing, and approving service sheets and goods receipts.
• Monitor expenditure across local teams, projects, and facilities services, ensuring spend is controlled and aligned to approved budgets.
• Act as local SPA for vendor onboarding and CDD checks.
• Investigate and resolve invoice and payment issues using bp‑approved systems in collaboration with procurement and finance teams.
• Source alternate vendors where required due to availability or delivery timelines.
• Ensure timely processing of payments for major agreements, confirming contractual payment triggers are met, and support HSSE, Facilities, and Operations management by supervising local project spend.

Office Administration duties:

• Provide administrative support to the Leadership Team, including diary and meeting management.
• Coordinate travel and accommodation in line with bp Travel Policy.
• Attend meetings as required and record actions and notes.
• Manage visitor logistics, including meeting arrangements, accommodation, and laboratory or pilot plant visits, ensuring safety and readiness.
• Coordinate facilities, maintenance, and catering requests to maintain high operational standards.
• Handle Fieldglass accounts for contract resources and maintain SharePoint sites.
• Support shipping, import, and export administration.

Qualifications & Experience

• Diploma or bachelor’s degree in Business Administration, Commerce, Management, or a related field, or equivalent relevant experience of at least 2-3 years.
• Proven experience in financial administration, or a demonstrated ability to rapidly learn and apply new systems and processes.
• Prior experience in office or administrative management is desirable.

Primary Skills

• Strong written and verbal communication skills, with solid understanding of the Microsoft Office suite.
• Proven track record to manage multiple tasks simultaneously, prioritise competing demands, and remain effective in a dynamic environment.
• Demonstrated capability to handle conflict resolution and manage sensitive or challenging situations professionally.

About bp

Our purpose is to deliver energy to the world, today and tomorrow. For over 100 years, bp has focused on discovering, developing, and producing oil and gas in the nations where we operate. We are one of the few companies globally that can provide governments and customers with an integrated energy offering. Delivering our strategy sustainably is fundamental to achieving our ambition to be a net zero company by 2050 or sooner!

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform crucial job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

Additional Information

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status.

Even though the job is advertised as full time, please contact the hiring manager or the recruiter as flexible working arrangements may be considered.

We support our people to learn and grow in a diverse and challenging environment. We believe that our team is strengthened by diversity. We are committed to crafting an inclusive environment in which everyone is respected and treated fairly.

There are many aspects of our employees’ lives that are meaningful, so we offer benefits to enable your work to fit with your life. These benefits can include flexible working options, collaboration spaces in a modern office environment, and many others benefits.

Travel Requirement

Up to 10% travel should be expected with this role

Relocation Assistance:

This role is eligible for relocation within country

Remote Type:

This position is not available for remote working

Skills:

Facilities Administration, Facility Administration, Facility Operations, Financial Administration, SAP End User Support, Site Coordination

Legal Disclaimer:

We are an equal opportunity employer. We do not discriminate on the basis of protected characteristics like race, religion, color, sex, national origin, sexual orientation, veteran status or disability status. Individuals with an accessibility need may request an adjustment/accommodation related to bp’s recruiting process (e.g., accessing the job application, completing required assessments, participating in telephone screenings or interviews, etc.). If you would like to request an adjustment/accommodation related to the recruitment process, please contact us.
If you are selected for a position and depending upon your role, your employment may be contingent upon adherence to local policy. This may include pre-placement drug screening, medical review of physical fitness for the role, and background checks.