Facilities Coordinator

Requirements:

• English in speaking and writing.
• Job related experience is required - minimum 3 year in similar multicultural and developing environment.
• Master's degree or equivalent.
• Ability to cooperate with people of different levels inside/outside the company and to interact with team to reach team goals and business objectives.
• Ability to empower others to achieve results through motivation, recognition and performance feedback.
• Independence in action and decision-making.
• Excellent quality of verbal and e-mail communication.
• Ability to plan and organize work.
• Punctuality, meticulousness, reliability and regularity.
• Ability to deal with stressful situations.

Responsibilities:

• Facilities Coordinator is assisting Facilities Manager with operative activities, finances and accounting, maintenance and operations, supplier oversight, purchases and occupancy services.
• Provide support to Facilities Manager.
• Provide a cooperative environment for employees, ensuring the highest possible level of engagement and proactivity.
• Provide superior customer service to meet and exceed Client's expectations.
• Office facilities connected procedures preparation (events, packages, conference rooms etc.).
• Ensure all meeting rooms are maintained to a professional appearance throughout the day.
• Office communication with employees and managers- topics of medium to high priority.
• Oversight of general office equipment and consumables.
• Office events planning and organization with the Facilities team.
• Act as a 1st point of contact for all employees regarding facilities tasks and issues.
• Bring up improvement ideas - for operations and work environment.
• Managing all subcontractors (principal and MA) to ensure required standard of performance.
• Preparing Planned Preventative Maintenance plan and maintain it in proper and accurate way - P2 and P3 maintenances responsibility.
• Management of cleaning, technical and catering services onsite.
• Conduct daily office inspections to ensure all aspects of the FM service delivery is functioning efficiently, focusing on office appearance and H&S, stock of office supplies, conference rooms and quality of provided services all failures to be resolved positively in a timely manner.
• Reporting defects using internal tools to create tickets.
• Ensure all tickets for the site are updated regularly and in a professional manner, manage the internal ticket system for reactive works in the office. Ensure that all new tickets are dispatched within an hour and all high priority tickets are answered within 30min during the workday.
• Identify areas where refurbishments are needed and motivate budgets.
• Provide accurate cost management and cost monitoring.
• Seek ways to reduce costs and improve operational standards.
• Assist in the procurement of vendors and services as required.
• Assist in financial processes to ensure all financial management requirements are completed.
• Supporting 50K projects.
• Conduct regular health and safety audits to ensure all safety procedures are in place and working properly.
• Cooperate with Health and Safety department.
• Follow all company guidelines and complete internal health and safety documentation and reports as required.
• Follow established escalation procedures.
• Follow established incident reporting procedures.

Key Challenges

• Ensuring business continuity in case of other team members' absence.
• Ability to work in a constantly changing multicultural environment for 200 employees.
• Proper priority setting and time management - target orientated.
• Ability to work under stressful situations and time pressure for decisions making.
• Clients high expectations and short-time requests fulfilling.
• Ability to provide key services on daily basis and with the highest possible quality.
• H&S procedures implementation on a daily basis.