Facilities Coordinator

The Facilities Coordinator will be responsible for overseeing the daily administrative and operational functions of the new office build-out, and will transition to management of the finished office. This role requires a highly organized, proactive, and detail-oriented professional who can ensure a smooth, efficient, and positive working environment for all employees. The ideal candidate will be the central point of contact for office management, supplies, vendors, facilities and security.

Responsibilities:

• Manage the day-to-day of the new office construction
• Work closely with all trades during the construction and post-construction phases
• Manage all aspects of space/infrastructure planning (ex: moves, additions, changes to workstations) and provide answers, resources, and solutions when requested
• Oversee visitors to the office and ensure a friendly, personal experience
• Ensure peak operations for the organization and implement preventive measures for potential issues
• Implement policies and procedures, measure outcomes against standards, and improve operational flow
• Coordinate internal and external resources, and cultivate relationships with vendors
• Respond to requests and questions about office operations
• Ensure office efficiency by maintaining common areas, organizing procedures, handling correspondence, and overseeing supplies and equipment
• Oversee day-to-day office activities as main point of contact in reception area
• Provide direct administrative support as needed, including scheduling appointments, meetings, and events; mailing and shipping packages; and updating office procedures
• Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, and coordinate food deliveries and weekly lunches
• Foster a culture of security awareness and compliance throughout the organization
• Oversee the execution of security operations, including physical security, access control, and surveillance systems
• Lead responses to security incidents, including conducting investigations and implementing corrective actions.

Requirements:

• Previous Offices/Facility Management experience managing a similar or larger office size
• Previous experience with an office build-out is preferred but not a requirement
• Experience with reading plans is preferred but not a requirement
• Strong time-management and people skills, high degree of flexibility, and excellent multitasking ability
• Proficiency with office applications, and aptitude for learning new software and systems
• Ability to maintain confidentiality of company information
• Must be legally authorized to work in the country where the position is located