Office and facilities coordinator

Job Overview:

To provide a quality/cost effective facilities and sourcing function for office (may be several countries), ensuring adherence to all necessary Health and Safety legislation together with project and contract management and general supervision of reception. Job will also involve some HR and Financial administration under the guidance of both the Office Head and the central HR and Finance functions.

Summary of Responsibilities:

• Using best practice, write specifications, run tender processes, procure goods and services for Office.
• Manage all in-country FM contracts in line with defined service level agreements to include: building maintenance, vehicles, catering, cleaning, security, access control, archiving, insurance, office equipment, mobile phones, etc.
• Day to day running of car fleet to include contract rewrites with recommendations to management as appropriate.
• Management of travel function for office and act as key contact with travel provider and assist in transition from local travel provider to global travel provider etc.
• Act as Fortrea representative with managing agents and landlords of offices.
• Manage provision of first aid and fire drill procedures within office.
• Ensure all contract works are completed in line with current Health and Safety legislation with risk assessments prepared and method statements completed prior of commencement of work on site. Once on site, ensure that written statements are always adhered to by contractors.
• Ensure all Health and Safety policies are updated and in line with current legislation.
• Work with Regional Senior Facilities Manager to ensure that Crisis Response Management Plan and Business Continuity Plan for country are maintained.
• Supervision of Reception and Postal/courier services within office – this may involve some actual reception/switchboard duties.
• Assist finance in problem solving of facilities invoices within country and act as main FSA purchase requisitioner.
• Identify all duties that are client-related (relevant for positions that directly interact with or directly support external clients).
• All other duties as needed or assigned.

Qualifications (Minimum Required):

• “A” level standard or the equivalent in the respective region.
• Ability to communicate fluently in English.
• Fortrea may consider relevant and equivalent experience in lieu of educational requirements.

Experience (Minimum Required):

• 5-7 years of experience in the job discipline.
• 5-7 years of experience in other professional roles.

Preferred Qualifications Include:

• Excellent skills required in the following areas:
• Organizational.
• Oral and written communications.
• Accurate typing and spelling.
• Aptitude for handling numerical data.
• Ability to operate standard office equipment.
• Fluency in the local language and in English, both written and oral.
• Computer literacy (word processing, spreadsheet, presentation software.

Physical Demands/Work Environment:

• Standard office environment.

Learn more about our EEO & Accommodations request here.

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