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Department: EMEA Facilities

Location: Neu-Isenburg, Germany

Reporting to: HSE & Facilities Manager, Germany

Role Purpose

The Senior Facilities Coordinator is responsible for the day-to-day Office and Facilities Management activities in Germany and ensures the effective and reliable operation of the German office. In addition, the role supports the HSE & Facilities Manager with selected Health and Safety, sustainability, budget, and reporting activities across EMEA.

Key Responsibilities

Office and Facilities Management

Coordinate the day-to-day Office and Facilities Management activities in Germany.
Act as the main point of contact for employees regarding office and facility-related matters.
Coordinate office services, access requirements, infrastructure, maintenance, and repairs.
Liaise with landlords, property managers, and service providers and follow up on open matters.
Support the administration of facility-related leases, insurance policies, contracts, renewals, and related documentation.
Coordinate day-to-day soft services, reception and visitor support, office supplies, and the servicing of office equipment.
Maintain planned preventive maintenance and statutory inspection schedules and follow up on required actions.
Coordinate access badges and support new employees with workplace orientation.
Support meetings, events, internal office activities, and incoming and outgoing mail, courier shipments, and deliveries.
Review and improve local office processes, maintain relevant Facilities and SharePoint documentation and signage, and support a professional, well-maintained workplace.

Vendor and Procurement Coordination

Coordinate facility service providers, quotations, contract renewals, and the delivery of agreed services.
Coordinate vendor onboarding and the setup of new vendors in SAP, including the required documentation and approvals.
Create, manage, and monitor facility-related purchase orders in SAP.

Budget and Financial Coordination

Maintain Office and Facilities budget, forecast, accrual, purchase-order, and cost-tracking information for Germany.
Support budget preparation, forecast updates, and the operational review of facility-related invoices and expenditure.
Monitor costs and highlight significant variances, unexpected expenditure, missing information, or insufficient purchase-order values.
Support EMEA Facilities budget and planning processes by collecting, validating, consolidating, and providing the required financial information.

Health and Safety Coordination

Work closely with the HSE & Facilities Manager to coordinate Health and Safety activities in Germany and agreed activities across EMEA through coordination, documentation, reporting, and follow-up.
Maintain relevant records, action trackers, inspection documentation, and supporting evidence.
Support the organisation and documentation of audits, inspections, risk assessments, training activities, and corrective actions.
Prepare reports and status updates for review and highlight overdue actions, reporting gaps, or identified risks.

EMEA Sustainability and Environmental Reporting

Work closely with the HSE & Facilities Manager to coordinate sustainability and environmental reporting across EMEA.
Collect, consolidate, and validate facility-related data, including energy, water, waste, recycling, and CO2 emissions.
Follow up with EMEA stakeholders on reporting requirements, deadlines, missing information, and supporting documentation.
Prepare consolidated data and reports and support agr

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