Facilities Coordinator

Job Requisition ID #

Position Overview

Proactively coordinate all day-to-day facilities operations, including repairs and enhancements. Supervise and maintain site(s) to meet high company standards for safety, organization, orderliness, cleanliness, and aesthetics. Act as receptionist and building contact "point person" for the distribution of general information. Monitor budget and collaborate with the Facilities Finance Analyst on forecasts for sites. Coordinate health, safety, and environmental compliance activities on the site and update responsible management.

Maintain documentation such as power and HVAC diagrams, space usage, guides, etc. Provide support to vendors/contractors such as security, cafeteria, print, media relations. Assist in hosting visitors and arranging seminars and room layouts with audiovisual support.

This position typically reports to the Workplace Regional Manager and is an office-based role (not remote or hybrid).

Responsibilities

1. Establish and manage processes related to building and grounds maintenance, cleaning, janitorial services, security, utilities, negotiate contracts, and vendor management.
2. Initiate regular contact with department managers to understand needs and resolve issues.
3. Manage daily operations through proactive site walk-throughs, preventative maintenance, safety inspections, and repairs.
4. Track budgets and ensure timely and efficient payments.
5. Maintain an inventory of office and kitchen supplies and coordinate replacements.
6. Assist or lead onboarding of new employees.
7. Monitor parking facilities and issue permits as needed.
8. Raise and track purchase orders and process invoices accurately.
9. Supervise janitorial staff.
10. Serve as point of contact for security matters during emergencies.
11. Manage meeting room setup and audiovisual troubleshooting.
12. Coordinate work with outside vendors or landlords.
13. Maintain the professional appearance of the building lobby, reception, and conference rooms.
14. Keep documentation related to facilities, environment, and safety up-to-date.
15. Manage costs and place orders using Autodesk tools.
16. Use Autodesk tools to track repairs and schedule maintenance of company assets.
17. Utilize mobile apps for site ticket management and customer requests.
18. Ensure compliance with health and safety regulations, conducting risk assessments and reviewing equipment or process changes.
19. Participate in Emergency Response Team activities, organize fire drills, and monitor emergency supplies.
20. Coordinate with outside contractors and other departments as needed.
21. Assist with space planning and office moves.
22. Maintain building policies, procedures, and specific files.
23. Perform additional activities such as mail handling, shipping, and serving as backup receptionist if necessary.
24. Collect and maintain data for reports on headcount, finances, and space utilization.
25. Lead and coordinate departmental projects and initiatives, including sustainable operations.

Minimum Qualifications

1. At least 2 years’ experience in facilities coordination within a high-tech company or equivalent.
2. Experience in budget management.
3. Willingness to work outside regular hours for repairs and maintenance, including weekends and holidays.
4. Willingness to carry a company mobile phone and be on-call for emergencies.
5. Proficiency in Office 365, including Excel, Word, and Outlook.
6. Experience working in both office and industrial environments preferred.
7. Knowledge of environmental, health, and safety laws or a strong willingness to learn, including attending training and self-study.
8. Strong communication skills, both oral and written.
9. Analytical thinking and problem-solving skills.
10. Organizational skills with multitasking abilities.
11. Ability to work under pressure accurately and precisely.
12. Creative, proactive attitude, and willingness to learn.
13. Strong teamwork skills and ability to suggest process improvements.
14. Fluency in English and German.

Additional Requirements

1. Knowledge of audiovisual setup and videoconferencing systems.
2. Experience with Autodesk AutoCAD or Revit is a plus.
3. Proficiency in operating Building Management Systems (BMS).
4. HVAC knowledge is advantageous.

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About Autodesk

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As an Autodesker, you can be your authentic self and do meaningful work that helps build a better future. Ready to shape the world and your future? Join us!

Salary Transparency

Salary is part of Autodesk’s competitive compensation, based on experience and location. It includes base pay, discretionary bonuses, commissions for sales roles, stock or long-term incentives, and comprehensive benefits.

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We cultivate a culture of belonging and an equitable workplace where everyone can thrive. Learn more at https://www.autodesk.com/company/diversity-and-belonging.

Existing Contractors or Consultants

If you are an existing contractor or consultant, please search for open roles and apply internally.