Facilities management contractor supervisor

JOB DESCRIPTION

Work Schedule

Environmental Conditions

Job Description

Facilities Coordinator II

As part of the Thermo Fisher scientific team, you will discover meaningful work that makes a positive impact on a global scale. Join our colleagues in bringing our Mission to life every single day to enable our customers to make the world healthier, cleaner and safer. We provide our global teams with the resources needed to achieve individual career goals while helping to take science a step beyond by developing solutions for some of the world’s toughest challenges, like protecting the environment, making sure our food is safe or helping find cures for cancer.

Job Summary

The Facilities Coordinator II is responsible for supporting the day-to-day operations of facilities services across assigned locations. This role ensures that office environments are safe, functional, compliant, and aligned with company standards while delivering a high level of internal customer service. The Facilities Coordinator II acts as a key point of contact for employees, vendors, landlords, and service providers and supports regional facilities projects, maintenance activities, workplace initiatives, and administrative processes.

Key Responsibilities

Facilities Operations

• Coordinate daily facilities operations to ensure smooth and efficient workplace functionality.
• Support preventive and corrective maintenance activities for office infrastructure, equipment, and building systems.
• Monitor office conditions and proactively address maintenance, safety, and operational issues.
• Coordinate workspace moves, office setups, furniture requests, and seating arrangements.
• Support reception, mailroom, shipping/receiving, and general office services where applicable.
• Maintain accurate records related to facilities operations, service requests, inspections, and vendor activities

Vendor & Service Provider Management

• Coordinate with external vendors, contractors, cleaning services, security providers, and maintenance teams.
• Track vendor performance and ensure compliance with service level agreements.
• Assist with purchase orders, invoices, budget tracking, and facilities-related procurement activities.
• Ensure vendors comply with company safety and security requirements.

Health, Safety & Compliance

• Support implementation and maintenance of health, safety, and environmental procedures.
• Participate in workplace inspections, emergency preparedness activities, and safety audits.
• Coordinate corrective actions related to safety observations or compliance findings.
• Support fire safety, access control, ergonomic assessments, and emergency response coordination.
• Ensure compliance with local regulations, company policies, and workplace standards.

Workplace Experience

• Provide responsive and professional support to employees regarding facilities-related requests.
• Assist in organizing workplace initiatives, employee engagement activities, and office events.
• Support onboarding and offboarding activities related to workplace access, equipment, and office readiness.
• Contribute to continuous improvement initiatives that enhance workplace efficiency and employee experience.

Projects & Administration

• Support facilities projects such as renovations, office expansions, relocations, and space optimization initiatives.
• Prepare reports, track KPIs, and maintain facilities documentation.
• Assist with budgeting, expense tracking, and contract administration.
• Collaborate with cross-functional teams including HR, IT, EHS, Procurement, and Security.

Qualifications

• Bachelor’s degree in Facilities Management, Business Administration, Engineering, or a related field preferred.
• Minimum 1 year of experience in facilities coordination, office management, workplace services, or a related role.
• Experience working in a corporate, manufacturing, laboratory, or multi-site environment is an asset.
• Knowledge of workplace health and safety regulations and facilities best practices.
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal skills.
• Ability to manage priorities independently in a fast-paced environment.
• Proficiency with Microsoft Office Suite and facilities management systems.
• Experience coordinating vendors and service providers.
• Fluent in German and English (spoken and written).

Preferred Competencies

• Customer-focused mindset with strong problem-solving abilities.
• Ability to build effective relationships with internal stakeholders and external partners.
• Strong coordination and project support capabilities.
• Adaptability and flexibility in a changing environment.
• Ability to handle confidential information with professionalism.
• Continuous improvement mindset.

Working Conditions

• Primarily 100% office-based role with occasional travel between sites if required.
• May require flexibility outside standard working hours for emergencies or special projects.
• Ability to move throughout office and facilities environments and occasionally lift office-related materials.

Reporting Structure

• Reports to: Facilities Manager / Regional Facilities Lead
• Works closely with: EHS, HR, IT, Procurement, Security, Office Management, Works Council and external vendors

Equal Opportunity Statement

PPD Germany, part of Thermo Fisher Scientific, located Hansastrasse 32 - 80686 Munich is an equal opportunity employer and is committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.