We are seeking a highly organized and service-focused Facilities Coordinator to support the efficient operation of our Frankfurt office.
JOB DESCRIPTION:
This role serves as a key point of contact for employees, visitors, vendors, and the global Facilities Management team, ensuring that the workplace is welcoming, compliant, and functioning at the highest standard.
ESSENTIAL DUTIES:
Front-of-House & Office Operations
* Welcome and register visitors, manage access credentials, and ensure visitors are informed of security protocols.
* Handle incoming calls, direct queries, and maintain records of daily office visits and access logs.
* Manage the reception area, coordinate mail/courier deliveries, and ensure collection schedules align with internal policies.
* Serve as the primary point of contact for all office-related needs and coordinate with internal departments (e.g., HR, IT, Security).
* Provide administrative support to the Asst. Facility Manager and supervisor levels of facilities operations.
Facilities & Vendor Coordination
* Support the implementation and maintenance of Facilities Management processes, aligned with global standards.
* Liaise with vendors and contractors for routine maintenance, repairs, and services.
* Log and track all operational and maintenance activities via FMIS or equivalent systems.
* Support the Global FM team with data collection for dashboards and reporting.
* May assist other facility members in the implementation and organization of internal and building to building moves. May be involved with communicating and coordinating with movers, vendors and other internal/external staff members as required. May work as the backup liaison to other in-house support groups.
* Retrieve Certificates of Insurances from vendors and maintain active database.
* Assists with the initiation of purchase orders as requested by management or other involved parties.
* Code and process vendor invoices entering invoices into accounting system, and month end reconciliation.
Health, Safety & Compliance
* Act as Health & Safety Coordinator (following training), supporting EHS activities, communications, and policy enforcement.
* Conduct or participate in periodic safety inspections and risk assessments.
* Identify safety issues, notify supervisors, and follow up on corrective actions.
* Maintain documentation related to visitor safety, vendor compliance (e.g., IMSS/SUA documentation), and incident reporting.
* Coordinate with the Occupational Health and Safety Committee and participate in investigations and preventative actions.
Additional Responsibilities
* Own and manage internal communications channels (e.g., Slack) for facilities updates and alerts.
* Continuously identify opportunities to enhance workplace safety, comfort, and operational efficiency
* Assist Management in the annual operating budget preparation and development.
* Work with Facility Management to ensure completion of all special project work as assigned.
SKILLS, EDUCATION AND EXPERIENCE:
* Outstanding Customer Focus
* Good knowledge of German and English
* Flexible and energized
* On-site presence during working hours
* Good communications skills both oral and written
* IT Literate (MS Suite including Teams, Google Suite and macOS)
* Prior Occupational Health & Safety Training is a plus
WORK SETTING:
* Competitive Salary
* Discretionary bonus
* Modern working environment
* Supportive and customer focused environment
* Team building activities
* Safety culture