Facilities Coordinator

The Facilities Coordinator is responsible for keeping the workplace running efficiently and in a manner that inspires productivity and connection. Key attributes are positivity, approachability, and execution abilities in a changing environment to drive best-in-class workplace environments and services. A competent facility professional who coordinates assigned office services activities. This includes coordinating day-to day operations of the office(s) in the region and the ability to prioritize tasks and provide flawless administrative support to achieve business objectives.

Job Description

Coordinating day-to-day soft services operations and ensuring office aesthetics are best in class.

• Coordinating, reviewing & improving processes to ensure offices are run in a smooth, efficient, organized and professional way and are best in class.
• Coordinating with different stakeholders for their workplace needs.
• Coordinating PPM (Planned, Preventative, Maintenance).
• Providing support for events/meetings within the office.
• Partner with teams (security, legal, HR).
• Collaborate with global facilities teams to share best practice.
• Coordinate with property owner/landlords/vendors/contractors to ensure office space is kept up to standards (cleaning, safety, etc.).
• Coordinate and action facilities requests.
• Support and update SharePoint.
• Maintain office supplies and schedule servicing equipment such as copiers, water taps, coffee machines and other office equipment.
• Provide general support to visitors, and reception services.
• Assist with orientation of new employees to familiarize them with the office layout and amenities including assisting with access control requirements and access badges.
• Ensure health and safety documentation is kept up to date.
• Carry out required Risk Assessments including DSE assessments, Pregnancy Risk Assessment, Young Person Risk Assessments, Fire Risk Assessments etc.
• Support scheduled audits.
• Ensure health and safety compliance is adhered to.
• Assist with shipping and receiving.
• Maintain office signage/posters.
• Raise and keep track of PO, on-time payments in line with respective agreed terms and conditions.

Qualifications

5+ years of related experience working in a corporate environment within the office/ facilities sector.

• Ideally be degree level educated, with experience or qualifications in occupational health and safety and project management.
• Advanced proficiency in Microsoft office suite (Word, Excel, Outlook, SharePoint, and PowerPoint).
• Demonstrate excellent customer service, interpersonal and communication skills.
• Demonstrate efficient work methods and an ability to handle multiple tasks in a fast paced and challenging environment.
• Highly organized, independent worker with superior attention to detail.
• Strong analytical, organizational, and with great presentation skills.
• Must be a team player with excellent organizational and multitasking abilities.
• Excellent verbal & written communication skills.