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Principal Facilities Coordinator

3 months ago

Reading, Reading, United Kingdom Aspen Technology Full time
The driving force behind our success has always been the people of AspenTech.

What drives us, is our aspiration, our desire and ambition to keep pushing the envelope, overcoming any hurdle, challenging the status quo to continually find a better way.

You will experience these qualities of passion, pride and aspiration in many ways — from a rich set of career development programs to support of community service projects to social events that foster fun and relationship building across our global community.

The Role

This position is based in the Company's UK Regional HQ in Reading, and reports into the Associate Facilities Manager.

You will be supporting the Associate Facilities Manager in all aspects of Facilities Management within the EMEA Region, along with assisting with Global Facilities Initiatives.

This role will require travel.

Your Impact

Working with the Associate Facilities Manager, the key responsibilities of this role are:
Health & Safety

  • Ensuring all offices in EURA & MENA are compliant with local Health & Safety regulations.
  • You will be expected to work with both internal and external stakeholders for our tendering and implementation process along with the
- continued monitoring of H&S in the Region.

  • Preparation, sign off, review and updating of all Facilities policies within the region.
  • Undertake annual Risk Assessments, identifying potential risks and rectifying immediately.
  • Investigation of any accidents / incidents, producing a detailed report
- identifying the root causes and recommendations for improvement.

Health & Safety Training

  • Identifying and recommending external/internal training providers / processes to enable the set up of a Global Health & Safety Standard for AspenTech.
  • Working with various internal stakeholders for a Global Roll out.
Health & Safety Management System

  • Implementation of the Health & Safety Management system, ensuring all relevant documentation is held in a central facility and liaising with the Facilities Coordinator to ensure all documentation is uploaded in a timely fashion.
Disaster Recovery

  • Working with key internal stakeholders draft and maintain disaster recovery plans to ensure plans are in place to deal with unforeseen incidents
Financials

  • Budget: This role will require you to participate in the yearly budget process, making recommendations for all UK Companies, monitor spend against the budget and ensuring zero overspend.
  • Purchase Orders: You will work with the Finance Department to ensure all PO's are signed off and entered into our COUPA accounting system.
  • Invoices: You will be responsible for checking all UK invoices, receipting them on COUPA and dealing with any issues that arise.
Regional Offices

  • Initially assisting with the refurbishment, closing and moving of any offices within the Region. Gaining experience to be able to manage the above as and when required.
Administrative

  • Providing any adhoc administrative services required.
Ad-hoc

  • Provide support and to deputise in the absence of the Associate Facilities Manager as and when required.
  • Managing relationship with landlords, utility providers, cleaners, catering, and othersuppliers.
  • Reviewing and managing contracts with suppliers, sourcing new suppliers and negotiating costs.
  • Provide Reception cover in the event of sickness / annual leave.
What You'll Need

Professional and Personal Competencies/Qualifications
_ _

  • Relevant experience in a similar environment, preferably in FM
  • A good understanding of the UK H&S regulations with a minimum qualification of Managing for Safety Certification
  • Proven track record of achievement
  • Good communication and interpersonal skills with the ability to build relationships with
- internal and external stakeholders. Interfacing with people at all
- levels of the organization.

  • A team player
  • Technology literate with strong skills using Microsoft Outlook, Word, PowerPoint, Excel and One Notes
  • Excellent written skills