Senior Facilities Coordinator
Overview
We are seeking a highly organized and proactive Senior Facilities Coordinator to support the smooth daily operations of our office.
The ideal candidate will play a pivotal role in vendor management, pantry and facilities oversight, office renovations and moves, and act as the on-site coordinator for office-related events.
This role provides crucial support to the Office Manager and serves as the on-site lead for the Reception and Pantry teams, ensuring professional and seamless front-of-house services.
Key Responsibilities
1.
Vendor Management
- Liaise with external vendors, building management, and service providers to ensure quality and cost-effective services.
- Track contracts, invoices, and service agreements to ensure timely renewals and compliance.
2.
Pantry Management
- Oversee pantry operations, including purchasing and restocking snacks, beverages, and supplies.
- Monitor usage trends to maintain a well-stocked and clean pantry area.
3.
Office & Facilities Coordination
- Oversee front-of-house reception duties to provide a professional and welcoming experience for employees and visitors.
- Assist the Office Manager in coordinating office renovations, refurbishments, and relocation projects.
- Organize logistics for office-wide events and manage catering for meetings and themed activities.
- Ensure workplace safety and compliance with company policies and procedures.
4.
Front-of-House & Team Support
- Lead front-of-house reception duties, maintaining high service standards.
- Provide on-site guidance and coverage for the Reception and Pantry teams as needed.
- Support the Office Manager with ad-hoc administrative tasks and special projects.
- Assist the Executive Assistant (EA) team with catering requests and coordinate service delivery for meetings.
Qualifications
- Prior experience in office administration, facilities coordination, and/or vendor management.
- Background in front-of-house reception or hospitality is a strong advantage.
- Strong organizational and multitasking skills with keen attention to detail.
- Excellent communication and interpersonal skills to work effectively with internal teams and external vendors.
- Proactive, resourceful, and able to work independently as well as part of a team.
- Proficient in MS Office Suite and familiar with basic office systems.
Key Competencies
- Problem-solving: Anticipates and resolves issues quickly and effectively.
- Adaptability: Flexible in handling changing priorities and evolving office needs.
- Leadership: Capable of guiding and motivating on-site staff to maintain high service standards.
- Attention to Detail & Follow-up: Ensures accuracy in administrative tasks, vendor agreements, and office operations.
- Customer Service Orientation: Maintains professionalism and a welcoming demeanor for staff and visitors.