Position Overview
Proactively coordinates all day-to-day facilities operations including repairs and enhancements. Supervise and maintains site(s) to meet high company standards for safety, organization, orderliness, cleanliness and aesthetics. Act as receptionist and building contact “point person” for distribution of general information. Monitors budget and work with Facilities Finance Analyst on forecasts for sites. Coordinate health, safety, and environmental compliance activities on the site and update responsible management.
May maintain documentation such as power and HVAC diagrams, space usage, guides, etc. Provide support to vendors/contractors such as security force, cafeteria, print, media relations. May assist in hosting visitors and arranging seminars and layout of rooms with audio visual support
This position typically reports to the Workplace Regional Manager, and it is in Office position (not remote or hybrid)
Responsibilities
1. Establishment and administration of working processes related to building and grounds maintenance, cleaning & janitorial services, security services, utilities, negotiate contracts and vendor management
2. Initiate regular contact with department managers to understand needs and take action to resolve issues that may arise
3. Manage day-to-day operations by performing duties such proactive “walk-throughs” of site including to carry out preventative maintenance, safety inspections, and repairs
4. Track budgets and ensure payment is made on time and efficiently
5. Maintain an inventory of all required office supplies, kitchen supplies & equipment and coordinate replacement orders as necessary
6. Assist or lead new employee onboarding as needed.
7. Monitor the car parking facilities and issue permits where necessary
8. Raise and track purchase order requests and ensure invoices are processed accurately and efficiently
9. Supervise janitorial team
10. Serve as point of contact for security-related matters in case of natural disaster, or any other emergency cases
11. Manage meeting room set up’s and audio/visual troubleshooting to ensure all equipment is in working order
12. Coordinates work with outside vendor(s) or landlord as needed
13. Maintain professional appearance of building lobby, reception area, conference rooms
14. Maintain proper office documentation of facilities, environmental, and safety related documents
15. Manage cost administration and place order by using Autodesk tools
16. Use the Autodesk tools to trace repairs & schedule maintenance, of the company asset
17. Use mobile app for managing the site tickets, completing the requests or recommending appropriate solutions to customers in a timely manner
18. Ensure compliance with local health and safety regulations and company safety standards, including working with safety consultants to carry out regular risk assessments and reviewing any changing equipment or processes with potential health and safety impacts
19. Take part of the Emergency Response Team efforts- organize fire drills, training of fire wardens/first aiders, monitor and re-stock emergency supplies if needed
20. Coordinate with outside contractors’ other departments (such as EIS, HR)
21. Assist with space planning and manage/support office moves
22. Maintain knowledge of building management’s policies and procedures manual and maintain building specific files
23. May perform other activities such as mail deliveries, shipping & receiving, inter-office transportation of equipment and in some locations may serve as back-up Receptionist
24. Serve as contact point for security-related matters in case of natural disaster, or any other emergency cases. In some locations, provide general administrative support for the Security system and issue of security badges
25. Collect and maintain data for reports related to headcount, financial, meeting room utilization and others
26. Lead and coordinate event projects and other departmental initiatives such as sustainable operations
MINUMUM QUALIFICATIONS
27. + 2 years’ experience in Facilities Coordinator operations in high-tech company or equivalent
28. Experience in Budget management
29. Must be willing to work outside of office hours when needed (Certain Repair & Maintenance works need to be done in weekends and holidays)
30. Must be willing to carry company mobile phone and be "on-call" for emergencies. (Unless restricted by local labor laws)
31. Knowledge of Office 365, experience with Excel, Word, Outlook
32. Work experience within both office and industrial environments preferred
33. Knowledge of applicable environmental, health, and safety laws or strong willingness to learn including attending applicable external trainings and self-study.
34. Strong communication skills - oral and written
35. An analytical mind with problem-solving skills
36. Organized with Multitasking abilities
37. Works well under pressure
38. Accurate, precise, with high attention to details
39. Creative and can-do attitude, ability and willingness to learn new things
40. Strong teamwork skills; and a strong ability to offer suggestions and improvements to processes
41. Fluent in English and German
ADDITIONAL REQUIREMENTS
42. Knowledge of Audio-Visual setup and videoconference system
43. Autodesk AutoCAD or Revit nice to have
44. Proficient in operating BMS (Building Management Systems)
45. HVAC knowledge
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Salary is one part of Autodesk’s competitive compensation package. Offers are based on the candidate’s experience and geographic location. In addition to base salaries, we also have a significant emphasis on discretionary annual cash bonuses, commissions for sales roles, stock or long-term incentive cash grants, and a comprehensive benefits package.
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