Office and Facilities Coordinator

2 weeks ago

East Grinstead West Sussex, United Kingdom Fender Full time

Job Description:

We are searching for a proactive and detail-oriented EMEA Offices & Facilities Coordinator who possesses excellent organizational skills and attention to detail to join our team and ensure seamless operations and compliance with company policies and procedures. The EMEA Offices & Facilities Coordinator will be the first point of enquiry for all offices in our EMEA region, managing and coordinating various aspects including but not limited to:

  1. Facility enquiries, services, and provisions
  2. Mail services
  3. Health and safety compliance and training for new and existing employees

The EMEA Offices & Facilities Coordinator will also be responsible for arranging and coordinating company equipment and company cars.

Main Responsibilities:
  1. Manage day-to-day operations of the EMEA Offices facilities, liaising with service providers to ensure cleanliness, functionality, and safety standards are maintained
  2. Maintain/coordinate EMEA offices supplies inventory by checking stock levels, anticipating needs, placing and expediting orders for supplies
  3. Manage and coordinate visitors at offices across the EMEA region
  4. Assist in coordinating office events, including meetings, lunches, town halls, and celebrations and ensuring they are within budget
  5. Conduct regular health and safety inspections and/or risk assessments, identify potential hazards and coordinate to mitigate/resolve risks raised
  6. Manage company vehicles, including negotiating lease arrangements, insurance, maintenance schedules, compliance with specific EMEA company car driver laws
  7. Coordinate incoming and outgoing mail services including negotiating contracts, ensuring timely distribution and handling of correspondence
  8. GDPR Compliance
  9. Schedule and Coordinate training sessions for employees, including mental health first aid, first aid training, DSE and fire safety training
  10. Proactively identify opportunities to improve office efficiency and cost-effectiveness
  11. Liaise with contractors and service providers to ensure timely delivery of maintenance services, supplies, and amenities
  12. Maintain accurate records of facility-related expenses and processing invoices using the in-house SAP system
  13. Assist in the development and implementation of office policies and procedures related to facilities management
  14. Arranging staff gifts for different occasions including new starter welcome packs
  15. Supporting the HR department with onboarding and offboarding including equipment, health & safety and DSE assessments
Person Specification:

Essential skills, experience, and education:

  • Proven experience as an office manager with facilities management responsibility
  • An understanding of health and safety regulations and risk assessment processes
  • Ability to maintain confidentiality and handle sensitive information
  • Excellent organizational, time management, and multi-tasking skills with the ability to prioritize tasks effectively
  • Attention to detail and the ability to identify and resolve issues proactively
  • Proficient in Microsoft Office suite (Word, Excel, Outlook)
  • Ability to work on own initiative and be self-motivated
  • Excellent interpersonal skills with the ability to interact with employees at all levels
  • A clear understanding of GDPR
  • Effective communication skills, both written and verbal
  • Ability to prioritize work and adapt to changing priorities
  • Strong negotiation skills

Desirable qualities:

  • Basic accounting principles would be advantageous
  • EMEA Experience
  • Fleet Management Experience
  • European languages are desirable
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