Facilities Coordinator

Job Description

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