FACILITIES COORDINATOR COVER LETTER TEMPLATE

• Manage the ServiceNow system for the EMEA sites and provide “Help Desk” solutions
• Manage the opening and closure of all ServiceNow Work Orders in line with local and global Work Instructions
• Advise and give instructions for works to be completed ensuring the information is present and correct for each task
• Manage the weekly ServiceNow Meetings and provide reports to Hard or Soft Services including critical works and +30day open tickets
• Work in line with the site and global QMS
• Provide best-in-class customer service and maintain administrative relationships with GFMS internal team and external clients.
• Preparing and dispatching reports, daily/weekly/monthly, and quarterly to a high level of accuracy and within GFMS-required timeframes.
• Provide guidance and support to new starters or other team members where required including training sessions related to ServiceNow
• Understanding and Support of KPIs and/or SLAs for selected vendors
• Ensure GFMS WI and compliance expectations are adhered to relating to Storing, Archiving and destruction of documents
• Responsible for providing administrative support, initiating communication and coordination with necessary departments regarding requests
• Assist with building company culture: planning, setting up, and hosting company events and swag.
• Receive maintenance requests via phone and email
• Assign work orders to contractors
• Provide regular updates on the status of the job
• Escalate complex property-related issues and complaints to the Team Leader
• Maintain a high level of customer service at all times

Skills: ServiceNow Management, Task Coordination, Meeting Facilitation, Quality Management Compliance, Customer Service, Report Preparation, Training Provision, Compliance Enforcement.

• Receiving and welcoming all visitors and clients to office reception in a professional manner.
• Operating the telephone switchboard, ensuring that all telephone calls are answered in a professional and timely manner.
• Recording all visitors to the office in line with the global security policy and Condeco software and managing the access cards and relevant administration.
• Sorting incoming mail, ensuring outgoing mail is collected and arranging courier collections/deliveries where required assisting the reception.
• Coordinating onsite meeting room bookings and any associated catering requests for clients.
• Ensuring that provision of water supplies and catering consumables are always available in coordination with the hospitality staff.
• Printing and binding materials for meetings or employees 
• Supporting the assistant facilities manager and Mace as the first point of contact for the client representative and staff in Frankfurt.
• Deputizing in the absence of the assistant facilities manager and dealing with client issues on a day-to-day basis.
• Attending various contractor/supplier/team meetings accompanying the assistant facilities manager or acting as his/her substitute to maintain full commitment to service excellence.
• Overseeing all out-of-hours contractor works associated as and when required ensuring correct protocol and authority to work are in place and assistance to ensure a high level of service is maintained.
• Managing asset listing, lifecycle documents, critical spares and snagging where applicable
• Ensuring that the standard of cleaning on site is delivered to the highest standard.
• Managing planned preventative and reactive maintenance with sub-contractors for the site to ensure the service provided is in line with full statutory compliance.
• Understanding statutory compliance and required risk assessments under local legislation and ensuring that risk assessment and method statements are in place for all scheduled maintenance activities.
• Providing assistance and attending all business-critical reactive callouts on-site as applicable.
• Contributing to the provision of reports and information as requested for Mace and corporate properties.
• Attending and contributing towards relevant conference/update calls.
• Conducting and committing to timely and regular workplace and safety inspections in line with Mace’s quality, health, safety and environment requirements.

Skills: Visitor Reception, Call Management, Security Compliance, Mail Coordination, Meeting Coordination, Supply Management, Document Preparation, Facilities Oversight.

• Provide general overall facility management services including continuous monitoring of office/facility
• Act as an interface with employees, vendors, and guests
• Responds to urgent maintenance calls
• Manages office equipment and supply needs, including kitchen and office supplies
• Troubleshoots any staff issues with the use of office or kitchen equipment
• Accepts incoming mail, processes, sorts, and delivers to the proper recipients
• Prepares outgoing mail for shipment, including USPS, FedEx, and messenger shipments
• Distributes overnight packages, and operates mailroom equipment including postage meters and trackpad
• Maintains records of receipt, mailing dates, and other required information
• Provides support for meetings and conference room set-ups, as well as partnering with Gucci / Kering Technical Support to ensure all video conferencing equipment is operational and helps with troubleshooting
• Assists with new employee office/desk placement and internal space moves
• Seek to continuously improve processes, systems, and overall client satisfaction
• Coordination and scheduling of maintenance activities
• Provide direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work within the client environment with minimal disruption.

Skills: Facility Management, Vendor Coordination, Maintenance Response, Supply Management, Mail Handling, Meeting Support, Process Improvement, Service Coordination.

• Assist Corporate Operations management in all aspects of facilities project implementation 
• Coordinate facilities activities and work orders. 
• Receives, manages, and processes work order requests, and ensures problems are resolved quickly.
• Provide reports on open and closed work orders and check status with the appropriate technician or vendor.
• Review and process invoices in a timely manner.
• Monitor the facility's email inbox and action items
• Maintain inventory of supplies, reorder
• Schedule outside vendors as needed to resolve maintenance or specialized issues
• Coordinate shredding and storage vendor including service schedule
• Oversee vehicle inventory, usage, scheduled maintenance, and monitor registrations.
• Operate company van and golf cart during periods of emergency absences or vacation 
• Assist with mailroom services and serve as backup to mail clerks.
• Operate and train on an electrostatic fogging machine to ensure offices are properly sanitized.
• Coordinate updates for Emergency Wardens/Floor Captains/CPR & First Aid Certification Classes.
• Work with the client to the ultimate estates and facilities
• Coordinate activities across multiple services
• Be the ‘point of contact’ for the client
• Communicate effectively between the service provider
• Ensure an effective escalation process exists for complaints and that this is adhered to
• Work with the client and internally in relation to auditing services and the environment

Skills: Project Coordination, Work Order Management, Invoice Processing, Inventory Management, Vendor Scheduling, Transportation Oversight, Sanitation Training, Client Liaison.

• Completing monthly site inspection and safety inspections
• Undertaking routine maintenance of (non-specialist) assets as determined by the Facilities Supervisor
• Assisting the Facilities Supervisor to coordinate reactive maintenance technicians onsite
• Assist in financial processing of Preventative Maintenance and Adhoc Reactive Maintenance invoices from subcontractors
• Assist with financial review and verification of Invoices, including Credit Notes through Converga and identifying abnormalities and investigating reasons
• Collate data and summarize for weekly, monthly, quarterly, and annual report performance statistics
• Run reporting and send to Facility Managers and Workplace Managers for following this may include open jobs, overdue jobs or overdue invoices
• Report incidents or identifiable risks on Utrac
• Provide administrative support, data entry or conduct audits on an as-required basis
• Assist Facility Manager with contractor engagement regarding preventative maintenance schedules
• Provide operational support to Facility Managers on relevant systems
• Assist with monitoring the status of overdue jobs
• Conduct Contractor Spot Checks to ensure compliance and WHS
• Coordinating, directing, and planning essential central services such as ongoing maintenance.
• Ensuring the building meets health and safety requirements and that facilities comply with legislation.
• Coordinating and supervising the work of contractors.
• Execution of meetings and special events, including room set up, etc…
• Ensuring high cleaning quality standards are maintained.
• Support seating changes, including moving furniture 
• Be a point of contact with seating management software.
• Managing the operations warehouse, receiving supplies, documentation of the quantities, etc...

Skills: Safety Inspections, Maintenance Coordination, Financial Processing, Data Analysis, Reporting, Administrative Support, Compliance Monitoring, Contractor Supervision.

• Create and maintain a welcoming environment by greeting and assisting all visitors, staff and employment candidates
• Provide general reception services by responding to general office emails and public inquiries
• Perform general office administrative tasks such as creation of Word documents, spreadsheets, publications, and signage for the office
• Serve as a liaison between office staff and facilities management in service requests
• Assist in general facilities duties to ensure the adequate provision of office services and supplies
• Conduct daily walk through of the office to ensure safe, clean and organized office, lobby and conference rooms
• Process orders and maintain inventories on all general office supplies, facilities equipment and supplies
• Carry out, report, and record monthly and quarterly inspections and ensure accurate remediation of defects or any non-compliances
• Co-develop, implement and maintain procedures, systems and improvements ensuring consistency with other locations
• Coordinate, monitor and control the day-to-day facilities maintenance and repair activities
• Act as the key contact person in case of emergencies and educate and lead staff on the creation of a healthy workplace/work environment
• Maintain physical and entrance safety and security measures
• Liaise with customers and suppliers to ensure service levels are met
• Manage the purchasing for all office supplies, stationery, and furniture
• Maintain a safe, clean and organized office environment, ensuring that the facilities meet government regulations and health and security standards
• Plan, organized and provided support with internal events, training and meetings
• Liaise with building management and other external organizations to solve any queries or problems
• Prepare routine and ad-hoc reports and analyses autonomously 
• Execute various administrative and or supportive tasks on behalf of the managers and co-workers within the office
• Assist with projects within the wider Facilities and HR functions

Skills: Visitor Assistance, Reception Services, Administrative Support, Facilities Liaison, Inventory Management, Inspection Coordination, Procedure Implementation, Purchasing Management.

• Complete daily H&S site checks and paperwork reporting any H&S issues to the Office Manager
• Liaising with external third-party suppliers and contractors.
• Fire Marshal and First Aider recruitment, training and monitoring.
• Organizing statutory compliance and records – e.g. fire systems servicing, electrical testing etc.
• Comply with Health and Safety on site, maintaining records, and involvement with contractor management 
• Answer all staff queries or refer to the relevant person.
• Identifying and rectifying building issues, i.e. electrical faults, signage etc.
• Adhere to purchasing and credit card reconciliation processes.
• Daily and checks of meeting rooms and supplies, whiteboard markers etc.
• Meeting room configurations.
• Support the Office Manager and Facilities Assistant with tasks 
• Respond to requests for maintenance / technical assistance in person, via telephone and electronically.
• Take responsibility for the day-to-day running and maintenance including dealing with utilities, waste management, security etc for all facilities.
• Responsibility for establishing and maintaining Health and Safety and related policies within the facilities 
• to ensure staff have the facilities and materials to ensure the smooth running of roles and responsibilities.
• Maintain service contracts relevant to services in the facility.
• Establishing and maintaining relationships with internal/external contractors responsible for building maintenance.
• Provide support in the build work planning and execution of any new laboratory/office facilities.
• Engaging with the implementation and laboratory team to ensure timely delivery of services.
• Engaging with internal operational teams to define and execute specific facility requirements and specifications
• Set goals, develop relevant KPIs and drive continuous improvement processes to contribute to the overall facility management.

Skills: Health & Safety Audits, Supplier Coordination, Training Management, Compliance Oversight, Query Resolution, Issue Identification, Purchasing Compliance, Facilities Maintenance.

• Responsible for the day-to-day running of facilities
• Main point of contact for all building maintenance issues.
• Management of Facilities Management services to meet Service Level Agreements and to ensure safe operation of machinery and equipment for sites.
• Responsible for assisting with H&S delivery across the portfolio ensuring compliance with current and future health and safety legislation. 
• Ensure appropriate health and safety records are kept.
• Assisting with tender documentation and reviewing prospective contractors in line with the Approved Contractor process. 
• Raise and manage the purchase order process
• Liaising with external bodies such as landlords, local planning authorities, maintenance contractors, etc. for ad hoc projects
• Effective delivery of a Planned Preventative Maintenance and managing the Approved Contractor procedure, invoking quarterly reviews of contractor performance
• Provision and management of reactive services during normal operating hours as required and cover for all maintenance services outside normal hours
• Provides scheduling, notification and coordination with other Facilities Engineers, buildings and business units as it relates to construction, repairs or maintenance.
• Provide project management and construction support on refurbishment and relocation projects.
• Support space management design, management and allocation.
• Assist with Waste Management, Energy and Environmental projects 
• Provide ongoing emergency cover outside normal office hours.

Skills: Facilities Oversight, Maintenance Liaison, Safety Compliance, Contract Review, Procurement Management, External Coordination, Maintenance Scheduling, Project Management.

• Compile hourly user statistics and prepare staff reports, facility issues, and participant concerns. 
• Assisting in the development and optimization of SOPs and Batch records
• Schedules the daily activities of specialists in facility operations
• Work on routine assignments following established SOPs and GMP guidance
• Coordinates the activities of on-site contractors undertaking facilities operations and services
• Exercises judgment within generally defined practices and policies in selecting methods, techniques and evaluation criteria for obtaining results
• Oversees mechanical service calls and in-house repairs throughout the facility and grounds and determines necessary repair work.
• Create, plan and complete work orders in BMRAM.
• Acts as the interdepartmental liaison between the calibration team and support groups, coordinating scheduling issues, resolving maintenance-related problems, and providing technical support, as required to all groups internal/external.
• Interact with external and internal clients about maintenance/service requests.
• Inform results through formal reports or applicable tools established by clients, management, or business expectations.
• Promote continuous improvement of maintenance systems in order to produce outstanding operational and regulatory results.
• Attend daily meetings to review tasks and department priorities
• Ensuring public areas and visitor facilities including car parks and grounds are presentable and safe keeping health and safety in mind at all times
• Helping out with day-to-day activities such as meeting with contractors on arrival and ordering and accepting property maintenance supplies and equipment.
• Routine compliance monitoring across property such as COSHH assessments, risk assessment reviews and completion of relevant health and safety documentation such as CDM paperwork

Skills: Data Compilation, SOP Development, Scheduling, GMP Compliance, Contractor Coordination, Decision Making, Repair Oversight, Interdepartmental Liaison.

• Foster and develop a strong customer service-oriented culture and relationship with clients and specifically customer TFS site “key” contacts and/or liaisons to ensure successful delivery of services.
• Ensure that delivery of service is addressed, dealing with contractors and/or landlord/property management contacts. 
• Ensure subordinate staff has a clear understanding of daily roles and responsibilities and clear direction of daily tasks to be accomplished.
• Provide for daily communications with the National Facilities Manager.
• Promote company management philosophy through personal example.
• Develop a positive working relationship with property management and/or landlord for those facilities that are leased. 
• Develop a contact list for each assigned TFS site for emergency contacts and building-related issues.
• Ensure consistency and continuity with the Scope of Work (SOW) document by becoming intimately familiar with daily, monthly, quarterly and annual responsibilities.
• Work with Project Manager and National Facility Manager to provide support/direction for any project work at assigned facilities and/or directed by the National Facilities Manager. 
• Maintain a visible and productive field presence within assigned facilities. 
• Communicate weekly with Toyota site management and contacts to ensure customer service levels are being met and to discuss any issues and/or concerns.
• Seek and submit for approval, proposals for any necessary maintenance work communicating directly with the National Facilities Manager.
• Complete all assigned inspections/ major equipment PMs and issued service requests on time and properly recorded within the Building Engines (BE)
• Ensure compliance with all federal, state and local laws, regulations and ordinances as related to the daily operations of assigned facilities.
• Ensure that all sub-contractors have approved and signed current sub-contract agreements on file prior to implementation of work.
• Responsible for financial performance of assigned site including input to annual planning and budget performance.

Skills: Relationship Management, Contractor Coordination, Staff Leadership, Management Communication, Philosophy Modeling, Liaison Management, Contact Organization, Compliance Awareness.

• Drafting experience 
• Strong command of written and verbal English
• Knowledge of Microsoft Applications (Word, Excel, Outlook) and strong technology skills.
• Ability to multitask, identify issues and provide solutions
• Possess an excellent sense of customer service, urgency, and prioritization
• Must be able to work on a team and autonomously
• Proactive, self-motivated, and able to learn in a dynamic, fast-paced environment
• Certificate in Project Management
• Certificate in Construction Management
• Project Management experience coordinating large groups of indirect reports.
• Capable of managing multiple projects at once.
• Possesses an entrepreneurial spirit and continuously innovates to achieve great results.
• Communicates with honesty and kindness, and creates the space for others to do the same.

Qualifications: BA in Hospitality Management with 2 Years of Experience

• Experience as Workplace Coordinator/Facilitator in an office setting
• Experience working with vendors/contractors and facilitating job orders for repairs
• Excellent experience handling packages, shipping, fed-ex and ability to process orders online
• Experience checking and forwarding voicemail messages to appropriate depts
• Knowledge of planning company events and meetings
• Experience with Google suite and Google tools
• Experience using Slack or similar messaging/chat tools
• Proficiency in MS Office (Word, Excel, and PowerPoint)
• Experience working the front desk and greeting vendors and contractors.
• Reporting and invoicing skills

Qualifications: BA in Project Management with 2 Years of Experience

• Experience with some supervisory responsibilities, preferably in a healthcare environment.
• Demonstrated leadership ability and self-motivation.
• Proficient in the use of a personal computer (Microsoft Office products).
• Excellent organizational, verbal, and written communication skills.
• Ability to maintain confidentiality of information.
• Experience as a Facilities Administrator or Customer Service Agent 
• Experience as a Maintenance Coordinator
• Strong planning and organizational skills
• Experience in meeting client needs within agreed timelines
• Ability to work well independently and as part of a larger team
• Sound project management skills and project financial management skills

Qualifications: BA in Engineering with 4 Years of Experience

• Previous experience managing contractors and undertaking DIY jobs.
• Knowledge of H&S and risk assessments.
• Previous experience in dealing with general administration tasks.
• Reliable and able to work under own initiative.
• Proficient in Basic IT.
• Great people, team, and multi-tasking skills
• Demonstrating leadership through initiative, attention to detail, creativity, quality customer service, reliability, and accountability.
• Must possess excellent written and verbal communication, good decision-making skills as well as experience with presentation preparation and delivery
• Demonstrate adherence to MizzouRec guidelines and be capable of handling crises.
• Proven ability to work as an individual and as a member of a team
• Well-developed time management skills and demonstrated ability to meet deadlines

Qualifications: BA in Business Administration with 3 Years of Experience

• Front desk reception or admin assistance experience 
• Computer skills including typing and prior experience using Microsoft Office Suite
• Action-oriented and customer-focused
• Ability to maintain composure in a stressful environment
• Resourceful and able to multi-task
• Trustworthy and able to handle confidential information
• Ability to interact successfully with a diverse array of people
• Ability to set priorities and stay focused
• Time management skills
• Proactive problem solver

Qualifications: BA in Facilities Management with 2 Years of Experience

• Trade qualifications/experience
• Strong customer service focus and exceptional administration skills.
• Proven capabilities in supervising contractors, clarifying instructions and priorities to stakeholders
• Technology-literate and able to use business and building management systems and software
• Background in Engineering (mechanical, electrical, hydraulics, power systems, etc.).
• Experience with root cause analysis tools
• Experience with SAP Logistics Execution and Plant Maintenance Module
• A general understanding of engineering technology, systems, and tools.
• Knowledge of Indirect Materials & Systems (IM&S) Supply Management Strategies and Contract Management.
• Competency and proficiency with the following: Microsoft Outlook, Excel, Word, and PowerPoint

Qualifications: BA in Hospitality Management with 1 Year of Experience

• Knowledge of the regulation of Safety and construction.
• Knowledge of contracts and contractor supervision.
• Great communication skills
• Advanced Excel and Autocad Knowledge
• Highly adaptable – able to manage moving priorities.
• Eye for detail and a passion for buildings.
• Willingness and aptitude to learn.
• Able to work with Excel and PowerPoint
• High level of accuracy for maintaining records
• Able to problem solve and logical
• Ability to remain calm

Qualifications: BA in Project Management with 5 Years of Experience

• Understand policies relating to Health, Safety and the Environment.
• Understand and apply all procedures relating to work activities.
• Excellent communication skills, with confidence and diplomacy, along with good practical knowledge of Word, Excel and Outlook and MS Teams.
• Able to work as part of a team, supporting colleagues as well as the ability to work independently, be proactive and take initiative.
• Proven experience in Facilities Management, with a working knowledge of hard and soft services.
• Experience in working within a customer-focused environment.
• Be able to prioritize workload, work to tight deadlines, plan, organize and monitor several activities at the same time.
• Very strong interpersonal skills are a prerequisite. 
• Excellent organizational ability and thrive on providing an excellent service.
• Great attention to detail

Qualifications: BA in Engineering with 4 Years of Experience

• Computer literate (MS Office incl. Outlook)
• Good organizational skills and the ability to work under pressure
• Self-motivated, able to work on own initiative and as part of a team
• Excellent interpersonal, verbal and written communication skills
• Ability to represent PAREXEL to clients in a positive and professional manner
• A flexible attitude with respect to work assignments and new learning
• Ability to manage multiple and varied tasks with enthusiasm and prioritize workload with attention to detail
• Ability to work in cross-functional areas
• Experience in the use of hand tools for minor repairs
• Fluent in local language and English, both verbal and writing
• Previous experience as a Facilities Administrator
• Tertiary qualification in a property/facilities-related field
• Experience working in a corporate office environment where the client is a tenant
• Experience in meeting client needs within agreed timelines

Qualifications: BA in Business Administration with 2 Years of Experience

• Good general level of education, preferably to a higher education level
• Excellent level of verbal and written communication skills
• A good level of IT skills
• Ability to work under pressure, use own initiative and achieve deadlines
• The ability to communicate and work effectively with customers, employees and teams at all levels
• Attention to detail along with the ability to work on own initiative
• Confident and assertive manner.
• Ability to multi-task under pressure and support the team effectively.
• Effective time management and priority setting.
• Ability to establish and maintain excellent working relationships with internal and external customers and service providers alike.
• Effective communicator and able to liaise with a range of stakeholders

Qualifications: BA in Facilities Management with 3 Years of Experience