Facilities Coordinator

In this role, you will maintain the professional image of an organization in all interactions with clients, suppliers, and internal staff within a corporate office environment. You will deliver excellent customer service and act as the daily management interface for stakeholders and customers to ensure Service Level Agreements (SLAs) are met. You will also support the Facilities Manager with administrative duties and team-related matters.

What you will do.

• Ensure that any client or customer concerns or complaints are dealt with effectively and communicated accordingly.
• Complete inputs for the monthly report, audits, compliance requests, and execute minor projects and works.
• Work with the Facilities Manager to manage supplier contracts, ensuring quality service, value for money, and continuous improvement.
• Support the Facilities Manager in managing and controlling budgets, achieving financial targets, following financial processes, and producing timely and accurate reports when required.
• Raise purchase orders and receipts invoices using an internal finance system.
• Oversee the delivery of small projects, including office moves and churn activities.
• Maintain client business continuity and support Business Continuity Plans (BCP) and Disaster Recovery Plans (DRP).
• Undertake contractual, compliance, and technical audits to supplier services.
• Provide cover to main reception and helpdesk as required.
• Support the Facilities Manager with general administrative and ad hoc activities.
• Carry out weekly site audits and monthly Health & Safety inspections, documenting and following up on all identified issues.
• Input, collate, and verify management information for reports in line with contractual requirements.
• Manage the meeting room calendar and booking system.
• Maintain meeting rooms, including general upkeep and room setup.
• Monitor and order stationery, kitchen supplies, and fruit.
• Order company merchandise as required.
• Assist with the setup for workshops, training sessions, and internal/external events.
• Support the organization and coordination of company events.
• Order catering and lunches when required.
• Act as first point of contact for EHSS queries from employees.
• Serve as an Office First Aider and Fire Marshal.
• Support the coordination and administration of EHSS trainings.
• Report and log incidents, near misses, and safety concerns through internal systems.
• Serve as a general point of contact for office queries, issues, and requests.
• Handle customs‑related queries and documentation.
• Support various administrative ad hoc tasks as required.

What they ask

• Fluent in both Dutch and English.
• Strong communication and interpersonal skills.
• Excellent organizational and multitasking abilities.
• Professional appearance and a customer-service mindset.
• Proficiency in Microsoft Outlook, Teams, and general office software.
• Ability to handle confidential information with discretion.

Preferences.

• Experience with access control systems or visitor management platforms.
• Basic event coordination experience.
• First Aid and Fire Marshal certification (or a willingness to obtain these certifications).