Workplace Specialist

Avalara, Inc.; Pune District; On-site; INR 1,200,000 - 2,400,000; Full time

Benefits offered by this job

Private medical insurance

Life insurance

Disability insurance

Bonus potential

Job summary

Avalara, Inc. is seeking a skilled Workplace Specialist to lead planning, execution, and monitoring of infrastructure operations in our Pune office. The role focuses on HVAC, electrical, fire safety, preventive maintenance, and ERT management, reporting to the Director, Workplace Asia, Middle East & Africa.

The candidate will oversee asset condition, vendor coordination, and audit-ready documentation while driving safety, efficiency, and compliance across the workplace environment.

Qualifications

• Bachelor’s degree in engineering, Facilities Management, or a related field.
• 6+ years of technical project management experience in corporate facilities or infrastructure.
• Proven expertise in HVAC, electrical, fire safety, and emergency systems.
• Strong communication, vendor management, and documentation capabilities.

Responsibilities

• Lead planning, execution, and monitoring of workplace infrastructure operations.
• Coordinate during critical infrastructure breakdowns and service disruptions.
• Plan, execute, and track preventive maintenance schedules for all workplace systems.
• Ensure audit-ready PPM records and monitor vendor SLAs and quality metrics.
• Assess HVAC, electrical panels, fire safety equipment, and furniture for safety and efficiency.
• Oversee Emergency Response Team formation, training, drills, and safety protocols.

Skills

HVAC

Electrical systems

Fire safety

Emergency systems

Technical project management

Vendor management

Documentation

Education

Bachelor’s degree in engineering or Facilities Management

Job description

What You'll Do

We are seeking a highly skilled and proactive Workplace Specialist to join our Workplace team. The Workplace Specialist will lead the planning, execution, and monitoring of technical operations related to workplace infrastructure, ensuring optimal functionality, compliance, and safety. This includes oversight of HVAC, electrical systems, fire safety, preventive maintenance, and Emergency Response Team (ERT) management. The role is a full time in office and would be reporting directly to the Director, Workplace Asia, Middle East & Africa

What Your Responsibilities Will Be

1. Emergency Facility Repairs & Breakdown Handling

• Lead coordination during critical infrastructure breakdowns and service disruptions.
• Mobilize internal and external resources to resolve facility emergencies promptly.
• Conduct root cause analysis and implement corrective actions to prevent recurrence.
• Maintain a facility incident log for review, audits, and trend analysis.

2. Preventive Maintenance (PPM) Management

• Plan, execute, and track preventive maintenance schedules for all workplace systems.
• Ensure all PPM records are updated, validated, and compliant with audit standards.
• Monitor vendor SLAs and maintenance quality metrics to ensure service excellence.
• Promote data-driven maintenance practices to optimize asset performance and longevity.

3. Workplace Infrastructure Assessments

• Conduct routine assessments of all workplace infrastructure including HVAC systems, electrical panels, fire safety equipment, and structural facilities.
• Evaluate the physical condition and performance of workplace assets to detect wear-and-tear, potential failures, or inefficiencies.
• Collaborate with vendor partners and internal stakeholders to ensure timely inspections, servicing, and reporting.
• Oversee the maintenance and operational condition of workplace furniture, including workstations, chairs, and ergonomic equipment, to prevent breakdowns or safety hazards.
• Coordinate with external vendors for repairs, replacements, or reconfiguration of furniture systems and seating to avoid user discomfort or injury.
• Ensure asset tagging, tracking, and inventory of movable infrastructure items is kept up to date.
• Document all assessments with detailed reports, action plans, and timelines for corrective or preventive measures.
• Provide recommendations to improve workplace functionality and employee safety based on audit findings.

4. Regulatory Compliance & Workplace Safety

• Ensure full compliance with local/national safety regulations (e.g., OSHA, NFPA, ASHRAE).
• Maintain and review technical and safety documentation for all workplace systems.
• Liaise with auditors and safety inspectors during regulatory inspections and audits.
• Lead efforts to close non-compliance gaps with documented proof of resolution.

5. HVAC, Electrical & Fire Maintenance Oversight

HVAC Systems

• Oversee operations and scheduled maintenance of Heating, Ventilation, and Air Conditioning systems.
• Ensure efficient airflow, appropriate climate control, and compliance with air quality standards.
• Monitor critical parameters like temperature, humidity, refrigerant pressure, and energy usage.

Electrical Systems

• Manage power distribution systems, UPS units, switchgear, and emergency generators.
• Ensure electrical load balancing, safe wiring practices, and redundancy in critical systems.
• Maintain electrical schematics and conduct periodic electrical safety checks.

Fire Safety Systems

• Administer testing, maintenance, and documentation of fire detection and suppression systems.
• Ensure availability of functional fire extinguishers, alarms, smoke detectors, and sprinklers.
• Collaborate with certified vendors for statutory fire equipment inspections and certifications.

6. Emergency Response Team (ERT) Management

• Lead the formation, training, and readiness of the Emergency Response Team.
• Plan and conduct scheduled fire evacuation drills, mock emergency scenarios, and safety briefings.
• Develop ERT protocols aligned with company policies and local emergency guidelines.
• Ensure availability and maintenance of emergency equipment (first-aid kits, stretchers, PA systems, etc.).
• Keep detailed records of all ERT activities, drills, incident responses, and post-drill assessments.
• Drive compliance with workplace emergency response regulations and best practices.

What You'll Need to be Successful

• Bachelor’s degree in engineering, Facilities Management, or a related field.
• 6+ years of technical project management experience in corporate facilities or infrastructure.
• Proven expertise in HVAC, electrical, fire safety, and emergency systems.
• Solid understanding of workplace safety regulations and technical compliance frameworks.
• Strong communication, vendor management, and documentation capabilities.
• Familiarity with AI tools and technologies to drive smarter decision-making, automate routine tasks, and enhance workplace operations efficiency.

Avalara is an AI‑first Company

• You’ll bring experience using AI and AI‑related technologies, ready to thrive here.
• You’ll apply AI every day to business challenges – improving efficiency, contributing solutions, and driving results for your team, our company, and our customers.
• You’ll grow with AI by staying curious about new trends and best practices, and by sharing what you learn so others can benefit too.

How We’ll Take Care of You

Total Rewards

• In addition to a great compensation package, paid time off, and paid parental leave, many Avalara employees are eligible for bonuses.

Health & Wellness

• Benefits vary by location but generally include private medical, life, and disability insurance.

Inclusive culture and diversit(y)

• Avalara strongly supports diversity, equity, and inclusion, and is committed to integrating them into our business practices and our organizational culture. We also have a total of 8 employee‑run resource groups, each with senior leadership and exec sponsorship.

What You Need To Know About Avalara

We’re defining the relationship between tax and tech.

We’ve already built an industry‑leading cloud compliance platform, processing over 54 billion customer API calls and over 6.6 million tax returns a year. Our growth is real – we’re a billion dollar business – and we’re not slowing down until we’ve achieved our mission – to be part of every transaction in the world.

We’re bright, innovative, and disruptive, like the orange we love to wear. It captures our quirky spirit and optimistic mindset. It shows off the culture we’ve designed, that empowers our people to win. We’ve been different from day one. Join us, and your career will be too.

We’re An Equal Opportunity Employer

Supporting diversity and inclusion is a cornerstone of our company — we don’t want people to fit into our culture, but to enrich it. All qualified candidates will receive consideration for employment without regard to race, color, creed, religion, age, gender, national orientation, disability, sexual orientation, US Veteran status, or any other factor protected by law. If you require any reasonable adjustments during the recruitment process, please let us know.