Senior Facilities Coordinator

Senior Facilities Coordinator         

LOCATION: Dordrecht, Netherlands (on-site)

POSITION OVERVIEW 

The purpose of the position is to provide a safe, efficient and pleasant working environment for our employees and visitors. Working onsite at the Dordrecht office the position will manage Facilities activities in the Netherlands and undertake general administrative work alongside the local Finance and HR teams. 

RESPONSIBILITES: 

• Liaise with internal and external agencies (landlord, building service and maintenance providers) to ensure the office is maintained in accordance with local requirements and terms of the lease agreement.
• Ensure the working environment is well maintained and services needed by employees are available and to a high standard: e.g reception, meeting rooms, IT services, refreshments.
• Assist with new hire orientation and office preparation including desk set up, create employee photo ID badge, issue security access badge, provide office tour, and situate for virtual onboarding presentation. Arrange collection of equipment
• Work with the office Culture Committee to to organize a programme of events and social activities for office and remote-based employees.
• Support the procurement process for services in the Netherlands including raising purchase requests and reviewing supplier terms of business
• Manage the renewal and return of leased cars with external leasing companies.
• Liaise with the Occupational Health & Safety Co-Ordinator to ensure the office environment meets the necessary standard of health and safety and that local requirements on safety monitoring and audit are met.
• Act as site Emergency Safety Team Leader. Maintain and propose emergency response plans including evacuation, implementation of after-hours emergency response, and environmental health and safety.
• Manage visitor check in/out
• Monitor spending for office, breakroom, and general facilities supplies and assist with the preparation of annual office budgets.
• Coordinates and updates floorplan seating chart on a routine basis. 
• Participate in various audits and other administrative duties as assigned. 
• Assists with coordination of requests for office remodels, reconfigurations, and moves. 
• Assists with planning, coordinating, estimating, and scheduling maintenance and building projects. 
• Support general receiving functions and perform all related administrative documentation associated with receiving & shipping 

QUALIFICATIONS AND EXPERIENCE:

• 5-year administrative office experience, or hotel front desk experience desired. Preference is experience in a corporate office environment, hotel concierge, or front desk and having supervisory experience in an administrative setting.
• A flexible approach to work, able to manage multiple tasks/projects simultaneously and maintain a high standard of work.
• Able manage priorities and follow set processes.
• Problem-solving looks for new ideas and solutions to improve how things are done
• Office technology; familiar with and able to use/learn IT applications quickly.
• Ability to work in a team environment with a strong customer service focus
• Strong communication skills, both written and verbal
• Ability to handle confidential and sensitive information with the appropriate discretion
• A polished and professional approach

PHYSICAL REQUIREMENTS:  

• General office environment and responsibilities requiring:
• Extensive use of the computer viewing a monitor and keyboarding for much of the workday 
• Placing and receiving calls, joining meetings via voice and video channels
• Occasionally moving and lifting objects up to 9kg
• A high degree of mobility throughout the day
• Flexibility over working hours (occasional out of hours or very occasionally weekends)