Office Coordinator (m/f/d)

Role

Summary: The Office Coordinator ensures smooth day-to-day office operations.

This role combines office management, business support, facilities coordination, and local EHS support.

Key Responsibilities

• Office Management
• Manage daily office operations to maintain a professional, efficient, and welcoming working environment.
• Oversee procurement and inventory of office supplies, furniture, and equipment.
• Ensure office cleanliness, organization, and overall appearance.
• Serve as the first point of contact for visitors, deliveries, and general office inquiries.
• Support office moves, space planning, and desk allocation as required.
• Environment, Health & Safety (EHS) & Emergency Response
• Provide local operational EHS support and crisis/emergency planning and coordination.
• Act as the Emergency Response contact for the office, coordinating local response and communication during incidents or evacuations.
• Schedule and coordinate evacuation drills as required (often annually or semi‑annually).
• Document drill performance and follow up on improvement actions.
• Support implementation of EHS, local regulations, policies, procedures, and guidelines.
• Coordinate logistics for EHS training, inductions, toolbox talks, and emergency drills in cooperation with the tenant.
• Serve as the primary liaison with building management and emergency services during incidents.
• Ensure availability, visibility, and upkeep of safety, environment and emergency equipment (first‑aid kits, AED, fire extinguishers, signage).
• Support environmental initiatives related to office operations (waste separation, sustainability practices).
• Assist with incident reporting, investigations, documentation, audits, and inspections.
• Communicate EHS updates, emergency procedures, and safety reminders to office staff.
• Maintain first aider certification.
• Participate in EHS committees, audits, and EHS performance reviews.
• Support rollout of global or regional EHS programs.
• Business Support
• Provide administrative and operational support to cross‑functional teams.
• Coordinate internal meetings, workshops, client visits, and office events.
• Support onboarding activities, including workspace setup, access badges, equipment, and welcome packs.
• Support invoice processing and expense approvals using Concur.
• Facilities Management
• Act as the primary point of contact with the building tenant / property management for all facilities‑related matters.
• Coordinate maintenance, cleaning, security, IT support, and shared‑building services.
• Track, follow up, and resolve facility issues with service providers and tenant contacts.
• Manage access badges, keys, parking, and shared‑building protocols.
• Support monitoring of facilities‑related costs and service‑level agreements.
• Required Qualifications & Experience
• Minimum 6 years’ experience in office management, facilities coordination, business support, or administrative roles.
• Familiarity with shared-building environments, EHS practices, and emergency response coordination is an advantage.
• Strong organizational, planning, and multitasking skills.
• Ability to work independently and manage competing priorities.
• Excellent interpersonal, stakeholder-management, and communication skills.
• High level of discretion, professionalism, and attention to detail.
• Proficiency in Microsoft Office 365; experience with ERP/CRM systems (Salesforce, Net Suite, SAP, Power BI) and Concur is a plus.
• Fluency in local language and English, written and spoken.
• #J-18808-Ljbffr