Office Facilities Specialist

OFFICE FACILITIES SPECIALIST (Full time or Part time across 5 days a week)The role of Office Facilities Specialist is proactive organised detail-oriented and oversees the day-to-day operations of our office and ensures a well-maintained and safe working this role you will be the architect of a safe efficient and inspiring workplace ensuring our people and site operations thrive every day through managing site facilities coordinating office services and events and ensuring that all aspects of the workplace run smoothly and efficiently.RESPONSIBILITIESAs our Office Facilities Specialist you are responsible forFacilities Management Oversee the maintenance and operation of office infrastructure (HVAC electrical plumbing etc.).Manage relationships with vendors and service providers (cleaning security repairs etc.).Ensure compliance with health safety and building regulations.Plan and manage office moves renovations and refurbishments.Monitor and manage office space utilization and workplace ergonomics. Managing the resolution of office incidents and preventative methods.Office OperationsManage day-to-day office activities including supply procurement equipment management and coordination of services (e.g. cleaning catering and IT support).Develop and enforce office policies and procedures to maintain an organized and professional work environment.Manage contacts with suppliers landlord and any other service provider where needed or in coordination with the International Facilities Management where present.Responsible for invoice management open POs reviewing and controlling in a timely manner according to internal control procedures.Vendor and Budget ManagementPartner with Independent Facilities Management provider in the contracts negotiation and service agreements with suppliers and other service providers.Manage facility-related budgets monitor expenses and provide regular reporting to senior management.Identify cost-saving opportunities without compromising the quality of services or infrastructure.Health Safety and SecurityEnsure that health and safety protocols and training are established and maintained according to local regulations.Oversee the security of the office including access control CCTV and alarm systems in partnership with building management.Regularly conduct Risk Assessments and Accident investigation including RIDDOR reporting as necessary producing data tracking and insights.Be the main point of contact with local HSE responsible (internal and external) as expected by local legislation.Ensure the site complies with Coty specific HSE standards and systems such as accident incident and Near Miss monthly reporting.Employee Support and ExperiencePartner with employee networks to design and deliver events that support Cotys culture & DEI programmes along with Brand events staff sampling benefits and learning engagement events.Coordinate local charity partnerships and fund raising activities such as product sales and running of staff shop.Collaborate with HR and IT to ensure new hires are properly onboarded and have the necessary tools and workspace.Foster a positive and productive office environment by implementing initiatives that improve employee satisfaction.Working for Coty means youll get to work in a diverse environment with teams passionate about the work they do and know how to have some fun along the way. Our people make us who we are. They are the brightest minds bringing the boldest ideas to life every day. If youre the kind of person who refuses to settle if you want to think bigger learn faster and go further than you ever thought possible wed love to hear from you.You will be part of a broader Facility organization across an International Facilities Management model in Coty working with diverse stakeholders in market and above market partnering with HR IT Procurement and Finance.YOU ARE A COTY FITYou like to plan and coordinate teams and processes. As a/an experienced Office Facilities Specialist you have an across-the-board perspective of facility and HSE activities and you get energy from working in a fast-paced diverse and international environment.Other than that you:A Bachelors degree in business administration facility management or a related field is preferred.Master the English languageHave proven experience in facility management office management or a related field inc Budget managementStrong organizational and problem-solving skills with a proactive approach to managing tasks and challenges.Ability to manage multiple priorities in a fast-paced environment.Knowledge of HSE and environmental regulations IOSHH qualified Proficiency with office management tools and software (e.g. Microsoft Office ERP systems).OUR BENEFITSAs our Office Facilities Specialist some of the benefits you will receive are:A dynamic and inclusive workplace cultureOmni-working policy hybrid flexible working model 50/50 enabling employees to balance remote and office-based work and promote work/life balanceCompetitive benefits including Private Health Insurance great holiday allowance plus birthday leave & volunteering daysRECRUITMENT PROCESSA telephone/online introductory meeting follows.A first online/in-person interviewA second interviewYou will receive a proposal with the terms of employment.ABOUT COTYCoty is one of the worlds largest beauty companies with an iconic portfolio of brands across fragrance color cosmetics skincare and body care. At Coty we celebrate the entire human kaleidoscope and cultivate a culture of fearless kindness. Therefore we are proud to be an equal opportunities employer. We do not discriminate against any candidate or employee and strive to be an open inclusive and diverse workplace where all employees can be their authentic self. Join us in making over the world of beautyFor additional information about Coty Inc. please visit Experience:IC Key Skills Employee Evaluation,Facilities Maintenance,Maximo,Facilities Management,HVAC,Mechanical Knowledge,CMMS,Maintenance Management,OSHA,Maintenance,Cordova,Supervising Experience Employment Type : Unclear Experience: years Vacancy: 1