Office Facilities Co-Ordinator

Job Requisition ID # 24WD83005

Position Overview You will proactively coordinate all day-to-day facilities operations including repairs and enhancements. You will supervise and maintain the site to meet high company standards for safety, organization, orderliness, cleanliness, and aesthetics and monitor budgets. You will coordinate health, safety, and environmental compliance activities on the site and update responsible management.

You may maintain documentation such as power and HVAC diagrams, space usage, guides, etc. Providing support to vendors/contractors such as security force, cafeteria, print, media relations, and assisting in hosting visitors and arranging seminars and layout of rooms with audio-visual support.

This position typically reports to the Workplace Manager, and it is an office-based position (not remote nor hybrid).

Principal Duties and Responsibilities FACILITIES UPKEEP AND MAINTENANCE: Establishment and administration of working processes related to building and grounds maintenance, cleaning & janitorial services, security services, utilities, negotiate contracts and vendor management. Manage day-to-day operations by performing proactive "walk-throughs" of the site including carrying out preventative maintenance, safety inspections, and repairs. Raise and track purchase order requests and ensure invoices are processed accurately and efficiently. Manage cost administration and office budgets as it relates to projects and operating costs. Track budgets and ensure payment is made on time and efficiently. Maintain an inventory of all required office supplies, kitchen supplies & equipment and coordinate replacement orders as necessary. Assist or lead new employee onboarding as needed. Monitor the car parking facilities and issue permits where necessary. Supervise janitorial team. Serve as point of contact for security-related matters in case of natural disaster or any other emergency cases. Manage meeting room setups and audio/visual troubleshooting to ensure all equipment is in working order. Coordinate work with outside vendor(s) or landlord as needed. Maintain professional appearance of building lobby, reception area, conference rooms. Maintain proper office documentation of facilities, environmental, and safety-related documents. Use Autodesk tools to trace repairs & schedule maintenance of the company asset. Use mobile app for managing site tickets, completing requests or recommending appropriate solutions to customers in a timely manner. Ensure compliance with local health and safety regulations and company safety standards, including working with safety consultants to carry out regular risk assessments and reviewing any changing equipment or processes with potential health and safety impacts. Take part in the Emergency Response Team efforts - organize fire drills, training of fire wardens/first aiders, monitor and re-stock emergency supplies if needed. COORDINATION: Coordinate with outside contractors and other departments (such as EIS, HR). Maintain knowledge of building management's policies and procedures manual and maintain building-specific files. May perform other activities such as mail deliveries, shipping & receiving, inter-office transportation of equipment and in some locations may serve as back-up Receptionist. Serve as contact point for security-related matters in case of natural disaster or any other emergency cases. In some locations, provide general administrative support for the Security system and issue of security badges. Collect and maintain data for reports related to headcount, financial, meeting room & space utilization, and others. Lead and coordinate event projects and other departmental initiatives such as sustainable operations. Assist with space planning and manage/support office moves. MINIMUM REQUIREMENTS: + 2 years' experience in Facilities Coordinator operations in a high-tech company or equivalent in a facility of +250 employees. Client-service oriented. Experience in budget management. Must be willing to work outside of office hours when needed (Certain Repair & Maintenance works need to be done on weekends and holidays). Must be willing to carry a company mobile phone and be "on-call" for emergencies (Unless restricted by local labor laws). Knowledge of Office 365, experience with Excel, Word, Outlook, and PowerPoint. Knowledge of applicable environmental, health, and safety laws or strong willingness to learn including attending applicable external training and self-study. Strong communication skills - oral and written. An analytical mind with problem-solving skills. Experience in Procurement. Organized with multitasking abilities. Works well under pressure. Accurate, precise, with high attention to detail. Creative and can-do attitude, ability and willingness to learn new things. Team-oriented; professional and collaborative attitude; strong ability to offer suggestions and improvements to processes. Fluent in English and native or fluent in Spanish, nice to have Catalan. ADDITIONAL REQUIREMENTS: Knowledge of Audio-Visual setup and videoconference system. Autodesk AutoCAD or Revit nice to have. Proficient in operating BMS (Building Management Systems). HVAC knowledge. Learn More About Autodesk
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