Facilities Coordinator

The Facility coordinator is responsible for conducting day to day administrative and operational facilities management services and supporting the management team and the colleagues as well as relevant organizations, departments.

Carries out Facilities/workplaces related tasks to ensure the operational delivery of facilities maintenance services on site in line with agreed service standards.

Provides first line response to inquiries and concerns and ensures timely and quality service delivery, following up to ensure satisfaction.

Assigns requests technicians, subcontractors, and vendors. Responsible for communicating these to the relevant parties and assists management in resolving problems.

Coordinates in the operational delivery of service contracts for site, ensuring attendance of required meetings for measuring performance and any relevant contract amendments. Providing feedback to the management team

Prepares regular reports and data according to agreed schedule, presents to the key stakeholders.

Responsible for ensuring building lease obligations are met and service charges are appropriate, through regularly liaison with landlord and property managers.

Ensures the adherence to the purchase to pay (P2P) process for workplaces, including the raising and approval tracking of purchase orders, tracking of payments and monitoring of invoices.

Provides administration support for; finance, commercial, HR, Workplaces and EHS related task, supports Country Management and Management Team members.

Support the Management team with the administrative tasks associated with the management of EHS on site.

Conducting activities that coordinate the compliance with all aspects of health & safety

Ensures the building and office standards are met by performing frequent visual quality inspections, reporting any issues in breach of EHS standards and that fall below the required standards. Corrects any defects by steering on site handymen, technicians, security guards and local suppliers and collaborating with Landlord’s team.

Maintains files on company vehicle fleet and coordinates vehicle administration.

Welcomes visitors to the site, providing professional support where required to visitors and external third party / contractor providers.

Issues ID badges as required.

Coordinates incoming and outgoing calls to the office and manages emails.

Coordinates all mail correspondence to the front desk.

Always presents a positive and professional first impression.

General office administration and inventory tasks as required.

Conducts additional tasks as required; including organizing taxis transfers and timetable information, office activities and assisting organizing in corporate events.

Books and cancels Meeting Rooms when required.

Works positively and collaboratively with colleagues, service providers, landlord and any other parties.

Bachelor’s degree in business administration or equivalent.

 

Demonstrates a clear understanding of the needs.

Good communication, relationship skills and able to work positively with stakeholders.

Good written and oral skills in English.

Good spoken and written language skills in local language.

A team player and able to work positively with others across borders and remotely.

Able to react and solve problems swiftly.

Employs effective prioritization to ongoing and incoming work, providing feedback and alternative options where possible.

Able to understand and interpret instructions and ask clarifying questions to ensure understanding.

Good working knowledge of Microsoft Office packages and IT literate.

Willingness to learn new software, systems and Company process & procedures.

Good accuracy and attention to detail.

Numerical skills and some financial acumen.

Experience in a client facing environment is beneficial.