This role serves as the central coordination point for vendor management, preventative maintenance, compliance, office operations, infrastructure-related projects, and workplace standards across multiple international locations including the United Kingdom, Germany, Portugal, Malta, Dubai, and Hong Kong.
The coordinator ensures facilities operations are compliant with all applicable local regulations, health and safety laws, and workplace standards in each supported country. This role requires strong ownership, cross-border coordination, cost control discipline, and a continuous improvement mindset to deliver consistent, efficient, and compliant work environments across the region.
Corporate Environment & Vendor Management
- Coordinate vendors including HVAC, electrical, plumbing, pest control, furniture, and office moves.
- Negotiate vendor contracts and manage service agreements to ensure cost efficiency and service quality.
- Approve vendor invoices and validate services rendered.
- Advise on department’s budget planning and cost control initiatives.
- Evaluate vendors and identify opportunities for improved service and reduce operational waste.
Preventative Maintenance & Work Order Management
- Develop and maintain preventative maintenance schedules across all EMEA locations.
- Manage and document work orders and service requests.
- Ensure timely completion of installations, repairs, and facility modifications.
- Maintain accurate records of inspections, compliance documentation, and vendor agreements.
Safety & Compliance
- Ensure OSHA compliance across supported EMEA locations.
- Coordinate fire suppression inspections and required certifications.
- Support safety drill coordination as needed.
- Assist with badging administration in partnership with Front Desk operations.
Space Planning & Office Operations
- Coordinate office moves, seating layouts, and workspace adjustments.
- Manage furniture procurement and installation.
- Provide limited conference room AV coordination support.
- Assist with parking coordination in collaboration with Front Desk.
Process & Quality Assurance
- Ensure adherence to established project management processes and methodologies.
- Contribute to continuous improvement efforts by suggesting enhancements, tools, and workflows.
- Support project closure activities, lessons learned, documentation reviews, and success analysis.
Technology Collaboration & Infrastructure Coordination
- Partner with IT teams on server room coordination, UPS systems, cabling, and infrastructure-related initiatives.
- Manage low-voltage vendors for installations and upgrades.
- Support limited IT-related operational responsibilities as time permits without compromising primary corporate environment duties.
Emergency Response & Escalation
- Serve as a point of coordination for workspace-related emergencies.
- Participate in an on-call rotation for true emergencies requiring after-hours coordination.
Continuous Improvement
- Drive documentation standards and operational process improvements.
- Identify cost-saving opportunities and eliminate inefficiencies.
- Promote accountability and ownership across all supported locations.
- Continuously evaluate service delivery models to improve effectiveness and efficiency.
