Facilities coordinator

Responsibilities
• Oversee the day-to-day operations of the office and ensure a safe, efficient, and well-maintained working environment.
• Manage facilities operations, including building maintenance, cleaning, office equipment, reception service, workspace standards, and service delivery.
• Review and improve office processes and procedures to ensure smooth facility and reception operations.
• Serve as the primary point of contact for landlord relations, lease-related matters, free trade zone administration requirements and facility escalations.
• Coordinate office moves, workplace changes, and site improvement initiatives as required.
Vendor & Budget Management
• Manage relationships with multiple vendors and service providers, including facilities, maintenance, cleaning, security, utilities, catering and office supplies.
• Obtain quotes, compare proposals, and negotiate service agreements and pricing with Site Leader overview.
• Assist the Site Lead in managing the office-related budgets, including facilities, supplies, and operational expenses.
• Process and monitor purchase orders, invoices, and vendor payments in accordance with company policies.
• Track spending and provide budget reporting and recommendations to leadership.
• Maintain vendor documentation, contract renewal calendars, and service-level records.
Health, Safety & Compliance
• Assist HR in the coordination of the occupational health vendor and workplace health and safety programs and initiatives.
• Support compliance with applicable workplace safety regulations and internal company requirements.
• Coordinate Fire Marshal, First Aid, emergency response, and evacuation readiness programs.
• Maintain health and safety records, documentation, and required audits or inspections.
• Collaborate with leadership to identify and mitigate workplace risks.
General Manager Support
• Provide dedicated administrative support to the Site Lead, including calendar management, travel arrangements, meeting coordination, and expense management.
• Support leadership meetings by preparing materials, coordinating logistics, and ensuring effective execution.
• Maintain confidentiality when handling sensitive business and employee information.
Employee Experience & Operational Support
• Assist HR with onboarding activities, including coordination of workspace setup, equipment readiness, and site orientation.
• Partner with HR and IT teams to support new hire inductions and employee office experience initiatives.
• Support internal meetings, leadership visits, and site events.
Events Management
• Support the planning and execution of company events, including team off-sites, holiday celebrations, employee engagement activities, and corporate social responsibility initiatives.
• Assist in event budgets, vendor negotiations, venue selection, and logistics.
• Ensure events are delivered on time, within budget, and aligned with company objectives and culture.

Qualifications
• At least 3 years of experience in office management, facilities management, executive administration, workplace operations, or a related role.
• Experience managing vendors, service contracts, budgets, purchase orders, and invoices.
• Strong organizational and project management skills with the ability to manage multiple priorities simultaneously.
• Experience supporting senior leaders or executive-level stakeholders.
• Demonstrated ability to anticipate needs, work independently, and exercise sound judgment with minimal supervision.
• Excellent written and verbal communication skills in English.
• Proficiency in Microsoft 365 applications, including Outlook, Excel, PowerPoint, and Teams.
• Proven discretion in handling confidential information.
• Knowledge of workplace health and safety practices and compliance requirements.
• Bachelor’s degree in Business Administration, Hospitality Management, Operations Management, or a related field is preferred; equivalent professional experience will be considered.
Nice-to-Have
• Experience supporting a General Manager or Site Leader in a global organization.
• Experience in a multinational or global matrixed organization.
• Experience working in a Free Trade Zone or regulated operational environment.
• Familiarity with procurement processes, budget tracking, and contract administration.
• Experience coordinating facilities for an office of 500+ sqm and 100+ employees.

Coordinador supervisor o especialista

Bachillerato universitario

Administración de Empresas

Ingeniería Industrial

2 años de experiencia

1 Vacante