Facility Coordinator Office

Overview: The Facility Coordinator Office is responsible for managing and overseeing facility-related services including mailroom operations at the Utrecht office. This is a leadership role and responsible to lead the Mailroom Assistant. The role involves additionally coordinating external vendors and minor works while ensuring efficient mail distribution and internal deliveries. Additionally, this position will assist with administrative but also coordination tasks throughout EMEA. The ideal candidate will demonstrate strong organizational, communication, and multitasking skills, ensuring seamless office operations and providing excellent customer service.
Responsibilities: Facility Coordination:

• Collaborate with vendors and internal teams to ensure smooth execution of facility work with minimal disruption to office operations.
• Monitor ongoing facility issues, taking appropriate action or escalating as necessary.
• Work closely with internal helpdesk staff to handle routine and emergency service requests in a timely manner.
• Manage vendor proposals and approvals, ensuring compliance with internal policies and budget constraints.
• Lead facility-related projects as assigned.
• Ensure the office follows sustainable energy practices and monitor energy usage.
• Coordinate the Health & Safety requirements in the office and solve issues where needed.
• Support the FM Team with Administrative tasks across EMEA.

Mailroom & Internal Deliveries:

• Lead the Mailroom Assistant as the responsible manager.
• Oversee the distribution of all incoming and outgoing mail, parcels, and courier deliveries.
• Manage internal deliveries of stationary and other office supplies.
• Provide support with lifting and moving parcels, ensuring timely deliveries to relevant teams.
• Manage the mailroom assistant and serve as a backup.

Qualifications:

Education & Experience:

• Bachelor Facility Management with 1 to 2 years of relevant experience in Facility Management preferred.
• Experience in multi-site facility management and mailroom operations is beneficial.
• Certified Facility Manager (CFM) certification is advantageous.

Skills & Competencies:

• Leadership skills to lead the Mailroom Assistant.
• Strong multitasking, organizational, and problem-solving skills.
• Service-oriented attitude with excellent communication and interpersonal skills.
• Ability to lift and move up to 25 kg, and work on tasks requiring standing and walking for extended periods.
• Fluent in Dutch, with excellent proficiency in English.
• Excellent proficiency with Microsoft Office Suite.

Additional Requirements:

• Flexibility to handle additional duties as assigned and work overtime if required.
Ability to work independently and as part of a team to ensure excellent service delivery.

Benefits:

• Recognition, inclusion and belonging in a diverse environment
• 25 holidays and flexible working (hybrid position, in office ~2 days p/w)
• Employee Discount on in-store and online products
• Casual Sneaker Culture
• Learning & Health/Wellbeing programs
• Career development and growth in an ambitious international team
• Travel reimbursement
• Access to premium wellness apps
• Bike plan and contribution to gym subscription
• Pension Plan
• Discounted Collective Health plans
• Activities organized by our Social Committee #