Facility Coordinator

Key Responsibilities

1. Manage front office and site administration activities: visitor management, all postal/ Courier mail management tracking, communicating the postal mail information to respective stakeholders to track and close the important communications, parking, access control, and inward/outward material movement.

Prepare and submit periodic (monthly/quarterly) reports to the central team, including seating/utilization, dashboard updates, CCTV observations, incidents, energy consumption, and sustainability updates.

1. Support ISO and compliance requirements by planning, coordinating, and implementing audit controls with the Compliance team.
2. Manage site assets (e.g., mobile devices and SIM subscriptions), including periodic reconciliation and inventory controls.
3. Ensure effective day-to-day communication with employees, business partners, and internal/external stakeholders regarding workplace services and issues.
4. Validate vendor invoices and coordinate purchase requests, contract administration, invoice processing, and payment tracking with the GWS SPOC and Finance/Procurement.
5. Support customer/visitor meeting requirements (e.g., meeting rooms, access, logistics) and coordinate with relevant internal teams and vendors.
6. Coordinate government/authority-related notices and ensure timely communication, follow-up, and closure with relevant stakeholders.
7. Oversee fleet administration within the region, including renewals/surrenders of employee fleet cars, expense analysis, and invoice validation.

Qualifications

• Bachelor’s degree or equivalent relevant experience in Facilities/Administration/Operations.
• 3+ years of experience in facility/ Reception operations, workplace services, or office administration (preferred).
• Basic knowledge of Health & Safety, compliance, and audit requirements
• Experience coordinating vendors, service contracts, and invoice validation.
• Proficiency in MS Office (Excel/PowerPoint/Outlook) and reporting.
• Language- English/ German

Skills & Competencies

• Strong coordination and stakeholder management skills; customer-service mindset.
• Vendor management, follow-up, and issue resolution; ability to manage multiple priorities.
• Attention to detail for compliance, documentation, and asset/inventory control.
• Data handling and reporting skills
• Clear written and verbal communication. (Both English and German)