Office/ Facilities Coordinator - Bucharest office

place Coordinator with at least 4 years of experience in office management in a mid-sized office, with great attention to detail, and a passion for delivering the best facilities services to our employees.

Responsibilities

Facilities Upkeep and Maintenance

• Manage Action Requests for services, repairs, and maintenance, determining the nature of the problem(s) and either completing the request or recommending appropriate solutions to customers in a timely manner

• Manage budgets as they relate to projects and operating costs

• Oversee duties such as furniture moving, simple mechanical projects, light construction, meeting area bookings, and audio/visual set-up

• Provide preventative maintenance support by ensuring proper lighting and the availability of fire extinguishers and other life safety equipment

• Perform ongoing facilities maintenance inspections of common areas by conducting walk-throughs of sites to ensure compliance with local health and safety regulations

• Join the meetings of the Health & Safety committee

• Model company safety policies and participate in Emergency Response Team efforts

• At higher levels, may participate in facilities project administration

• May source, negotiate contracts, and manage vendors who perform office maintenance

Coordination

• Coordinate with outside contractors on facilities and equipment upgrades and repairs, and internally with other departments (such as IT, Health & Safety, Security)

• Responsible for timely reporting and correction of any discrepancies using the Action Request process

• Develop and maintain positive working relationships with landlords and/or property management and external service vendors. Maintain knowledge of building management's policies and procedures manual and maintain building-specific files

• Initiate regular contact with department managers to understand needs and take action to resolve issues that may arise

• Communicate to site occupants regarding facilities issues, news, and/or updates. In some cases, may perform the duties of the Regional Facilities Manager/Supervisor during their absence

• May perform activities such as mail deliveries, shipping & receiving, inter-office transportation of equipment, and may cover Receptionist's duties

• Lead and coordinate event projects and off-site meetings

Minimum Requirements

• At least 4 years of experience in managing workplaces or equivalent customer-facing experience

• Proficient in English and Romanian

• Excellent customer service skills and a high level of integrity

• Ability to build strong relationships within the team and with external partners

• Willingness to work from the office 5 days a week

• Must be willing to carry a company phone and be "on-call" for emergencies

• Must be willing to complete trainings and obtain certifications to support the company in fields related to Workplace operations and safety

• At higher levels: knowledge of HVAC and mechanical building systems, specialty equipment/lab environments, video conferencing systems, and/or the ability to read and make CAD file changes may also be required

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