We are looking for a Facility Coordinator

FaciliTec; Oslo fylke; Remote; NOK 240,000 - 320,000; Part time

Job summary

FaciliTec seeks a part-time Facility Coordinator to support reliable day-to-day operations at the Novartis Norway office, acting as the first point of contact when something is not working.

The role covers visitor and access support, mail handling, supplies, confidential waste, and coordinating repairs within attendance hours (08:00–12:00). It uses a hot desk and involves working with defined site contacts and procedures.

Qualifications

• Must communicate professionally in Norwegian and English, verbally and in writing.

Responsibilities

• Visitor management during attendance hours and access control.
• Mail, parcels and courier handling and coordination.
• Answering calls and monitoring the generic mailbox.
• Badge administration and access records.
• Office supplies procurement and stock management.
• Practical site support and minor maintenance tasks.
• Confidential waste coordination and disposal following policies.
• Meetings, events and ad hoc support for room readiness and guests.
• Maintain quality and service records and report incidents.

Skills

Norwegian

English

Communication

Tools

Email

Office software

Access systems

Reporting tools

Job description

We are looking for a Facility Coordinator

The Facility Coordinator supports reliable day-to-day operations and acts as a practical first point of contact when something is not working.

The Facility Coordinator supports reliable day-to-day operations (at the Novartis Norway office) and acts as a practical first point of contact when something is not working. The role combines visitor and access support, communication, mail handling, supplies, confidential waste, planned meeting or event support, minor practical tasks and coordination of repairs within the agreed attendance hours.

Service model:

This is a 50 percent position with scheduled attendance from 08:00 to 12:00. The role uses a hot desk and does not have a permanently assigned workstation.

Work must be prioritised and organised within the agreed weekly hours, with defined Novartis contacts and procedures for needs arising outside those hours.

• Role: Facility Coordinator
• Employer: FaciliTec
• Position: 50%
• Working hours: 08:00–12:00
• Reports to: FaciliTec Operations Manager
• Operational contact: Designated Novartis site contact

Main responsibilities

Visitor management

• Welcome, register and guide visitors during the agreed attendance hours.
• Support check-in and check-out, host notification and access arrangements.
• Ensure visitors follow site security and access requirements and are correctly recorded for safety and emergency purposes.

Mail parcels and couriers

• Receive, log and distribute incoming mail and parcels.
• Prepare outgoing mail and courier shipments and coordinate planned collections.
• Follow agreed routines for deliveries arriving outside the attendance period.

Calls email and pharmacovigilance

• Answer and transfer calls received during the agreed working time.
• Monitor the generic mailbox and triage messages according to agreed response times.
• Handle PV-related calls and emails strictly in accordance with Novartis procedures and completed PV training.

Access and badge administration

• Support printing, activation and deactivation of employee and visitor badges when authorized.
• Maintain accurate badge and access records.
• Refer forgotten-card and out-of-hours access matters to the agreed Novartis or building contact.

Office and kitchen supplies

• Monitor stock and order agreed office, kitchen and coffee supplies through approved suppliers.
• Restock agreed items and report unusual consumption, shortages or equipment needs.
• Follow agreed budget, approval and purchase-order requirements.

Practical site support and minor maintenance_handyman

• Act as the practical first point of contact for everyday facility issues and help ensure that the workplace functions as intended.
• Inspect reported issues, perform an initial check and resolve simple, low-risk matters within own competence and approved procedures.
• Carry out minor practical tasks such as basic adjustments, tightening loose fittings, replacing batteries or other consumable parts, assembling or repositioning small office items, putting up agreed signs and restoring simple workplace functions.
• Register faults and work requests and provide clear information, photographs or other details needed for further assessment.
• Order approved repair services or contact the relevant landlord, supplier or contractor when specialist competence, authorisation, tools or spare parts are required.
• Coordinate contractor access, communicate planned disruption to relevant contacts and follow up until the work is completed and documented.
• Maintain an overview of open faults, service visits and agreed corrective actions and maintain…?
• Do not perform electrical, plumbing, HVAC, fire-safety, security-system, work-at-height or other regulated or higher-risk work unless specifically trained, authorised and provided with the required equipment.

Confidential waste

• Coordinate secure collection and disposal of confidential waste.
• Follow Novartis data-protection and disposal requirements and maintain required records.

Meetings events and ad hoc support

• Provide planned support for room readiness, materials and guests.
• Coordinate with organizers based on agreed priorities and advance notice.
• Escalate requests that require additional hours, short-notice support or work outside the agreed attendance schedule.
• Support simple 5S routines for storage, stock control and ordering where agreed.

Records of quality and service follow-up

• Maintain accurate operational records, checklists, issue logs and required reports.
• Report service gaps, incidents, near misses and recurring issues through the agreed channels.
• Participate in service reviews and support improvement of routines.

Qualifications and competence

• Must communicate professionally in both Norwegian and English, verbally and in writing.
• Relevant experience from office coordination, reception, facility services, administration or a comparable service role is preferred.
• Able to plan and prioritise work independently within a part-time schedule.
• Confident using email, shared mailboxes, office applications, access systems and relevant reporting tools.
• Able to handle confidential information with discretion and accuracy.
• Service-minded, organised, dependable and comfortable communicating with employees, visitors and suppliers.
• Practical and solution-oriented, with the ability to assess minor facility issues, complete simple tasks safely and recognise when a qualified contractor is required.
• Must complete Novartis PV training, site induction, security and confidentiality training before independently performing relevant duties.

Contact Us

Contact our switchboard on tel. [phone] or find contact information for the various departments here