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Facilities Operations Coordinator

3 months ago

London, Greater London, United Kingdom The Millennium Group Full time

Key Responsibilities:

Reception and Security:
● Greet visitors and ensure proper registration and issuance of visitor badges.
● Manage access cards by deactivating lost cards and activating new ones through the Security team.

Facilities Oversight:
● Conduct facility inspections to identify maintenance needs for optimal operation of equipment and fixtures, ensuring alignment with organizational standards.
● Address maintenance requests and determine appropriate actions.
● Report deficiencies in building services and suggest improvements to management.
● Communicate with property management regarding operational issues.
● Create work orders for maintenance requests directed to property management.
● Keep employees informed about building communications and amenities.
● Ensure janitorial services meet established specifications.
● Monitor external activities, ensuring proper waste disposal and recycling practices.
● Coordinate office and parking space allocations.
● Serve as the point of contact for Zoom equipment issues, ensuring functionality on a daily basis.
● Conduct daily GEMBA walks.
● Maintain stock of office supplies, printer areas, beverages, snacks, and first aid kits.
● Manage shred boxes and handle electronic waste appropriately.
● Ensure compliance with trash, recycling, and composting programs.
● Maintain bulletin boards for legal postings.
● Ensure adherence to health and safety standards as directed by the Safety & Security team.
● Participate in emergency preparedness initiatives as directed by the Safety & Security team.
● Liaise with vendors and suppliers.

Event Coordination and Food Services:
● Organize setup and breakdown for events such as meetings, social gatherings, and catered lunches.
● Coordinate team events and offsite activities.
● Order daily meals for employees and catered meals for meetings as necessary.
● Ensure the kitchen is stocked with snacks and beverages, maintaining orderliness.
● Manage dishwasher loading and unloading.

Shipping and Receiving:
● Handle processing of incoming and outgoing parcels.
● Assist management with FedEx shipments.
● Ship equipment and new hire kits as required.

Space Management and Furniture:
● Oversee furniture inventory, including new purchases and maintenance of existing items.
● Allocate workspace and seating assignments.
● Prepare workspaces for new hires and contractors, including nameplates and necessary equipment setup.
● Decommission workspaces vacated by former employees and contractors, managing workspace adjustments.

Administrative Support:
● Process purchase requisitions through the designated system.
● Maintain and organize files in the Facilities shared drive.
● Provide administrative assistance to local management, including scheduling meetings and training sessions, and coordinating interviews.

Qualifications:

Essential Skills and Abilities:
● Excellent interpersonal and customer service skills.
● Strong organizational capabilities.
● Keen attention to detail.
● Proficient verbal and written communication skills.
● Competent in PC and Microsoft Office applications.
● Ability to manage multiple tasks and prioritize effectively.

Education and Experience:
● High school diploma required.
● 1 - 2 years of experience in an administrative or facilities-related role.