Office Facilities Coordinator

2 weeks ago


East Grinstead West Sussex, United Kingdom Fender Full time

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:
# Facility enquiries, services, and provisions
# Mail services
# 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.
Manage day-to-day operations of the EMEA Offices facilities, liaising with service providers to ensure cleanliness, functionality, and safety standards are maintained
# Maintain/coordinate EMEA offices supplies inventory by checking stock levels, anticipating needs, placing and expediting orders for supplies
# Manage and coordinate visitors at offices across the EMEA region
# Assist in coordinating office events, including meetings, lunches, town halls, and celebrations and ensuring they are within budget
# Conduct regular health and safety inspections and/or risk assessments, identify potential hazards and coordinate to mitigate/resolve risks raised
# Manage company vehicles, including negotiating lease arrangements, insurance, maintenance schedules, compliance with specific EMEA company car driver laws
# Coordinate incoming and outgoing mail services including negotiating contracts, ensuring timely distribution and handling of correspondence
# Schedule and Coordinate training sessions for employees, including mental health first aid, first aid training, DSE and fire safety training
# Proactively identify opportunities to improve office efficiency and cost-effectiveness
# Liaise with contractors and service providers to ensure timely delivery of maintenance services, supplies, and amenities
# Maintain accurate records of facility-related expenses and processing invoices using the in-house SAP system
# Assist in the development and implementation of office policies and procedures related to facilities management
# Supporting the HR department with onboarding and offboarding including equipment, health & safety and DSE assessments

Proven experience as an office manager with facilities management responsibility
An understanding of health and safety regulations and risk assessment processes
Excellent organizational, time management, and multi-tasking skills with the ability to prioritize tasks effectively
Proficient in Microsoft Office suite (Word, Excel, Outlook)
Desirable qualities:
EMEA Experience
Fleet Management Experience
European languages are desirable
#



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