Facilities Coordinator in daily operations of offices. Serve as a point of contact for employees, visitors, vendors, assisting the Facilities Manager, ensuring that the workplace is welcoming, compliant, and functioning at the highest standard.
ESSENTIAL DUTIES:
Facilities & Vendor Coordination
- Support the implementation and maintenance of Facilities Management processes, aligned with global standards.
- Liaise with vendors and contractors for routine maintenance, repairs, and services.
- Log and track all operational and maintenance activities via CMMS system.
- Support the Local FM with data collection for dashboards and reporting, such as environmental and statutory.
Operational & Administrative
- Perform inspections of properties to ensure workplace is in compliance, maintenance is being performed, level of cleaning is at highest standards.
- Assist in budget development.
- Review and assist with invoice review and coding to appropriate budget category.
- Assist Project team with employee moves as applicable.
- Maintain data base of occupancy, ensuring floor plans and seating are current.
- Assist in development of monthly financial and operating reporting.
Health, Safety & Compliance
- Act as support for Health & Safety activities (following training), supporting EHS activities, communications, and policy enforcement.
- Conduct or participate in periodic safety inspections and risk assessments.
- Identify safety issues, notify supervisors, and follow up on corrective actions.
- Maintain documentation related to visitor safety, vendor compliance (e.g., IMSS/SUA documentation), and incident reporting.
- Coordinate with the Occupational Health and Safety Committee and participate in investigations and preventative actions.
Front-of-House & Office Operations (May be asked to assist as a back-up to Receptionist)
- Welcome and register visitors, manage access credentials, and ensure visitors are informed of security protocols.
- Handle incoming calls, direct queries, and maintain records of daily office visits and access logs.
- Manage the reception area, coordinate mail/courier deliveries, and ensure collection schedules align with internal policies.
- Serve as the primary point of contact for all office-related needs and coordinate with internal departments (e.g., HR, IT, Security).
Additional Responsibilities
- Monitor and support Covid-19 related protocols, including temperature checks and incident handling (as applicable) .
- Own and manage internal communications channels (e.g., Slack) for facilities updates and alerts.
- Continuously identify opportunities to enhance workplace safety, comfort, and operational efficiency.
SKILLS, EDUCATION AND EXPERIENCE:
- Outstanding Customer Focus
- Flexible and energized
- On-site presence during working hours
- Good communications skills both oral and written
- IT Literate (MS Suite including Teams, Excel, Word)
- Prior Occupational Health & Safety Training is a plus
WORK SETTING:
- Competitive Salary
- Discretionary bonus
- Modern working environment
- Supportive and customer focused environment
- Team building activities
- Safety culture