Facility Coordinator, Office Support at Alfa Laval

This role offers you the opportunity to apply your skills in a practical environment with the aim to support your professional development in facilities management. 

Most tasks and responsibilities will require your dedicated contribution as part of a team, but individual initiative will be encouraged.
Responsibilities in collaboration with Regional Facilities Manager will include but not limited to:

Facilities Management

• Responsible for indirect procurement for the office e.g., hotels, rental cars, travel arrangement etc.
• Conduct regular internal checks, physical verifications & facility walks to validate implementation of systems & processes.
• Assist in management of facilities’ related contractors and service providers.
• Ensure compliance to terms of service level agreement related to facilities service providers e.g., Maintenance, Cleaning, building lease etc.
• Order, control and maintain office supplies such as stationery, consumables and maintain monthly usage reconciliations.
• Support and ensure compliance with safety, health environment and community legislation and policies in liaison with the HSEQ Coordinator. 
• Facilitate and conduct regular building audits to ensure compliance with legal, safety, health, and environmental standards.
• Contribute to the management of office equipment, the neat arrangement of documents, the storage and distribution of office supplies.
• Assist with coordinating welfare activities, event planning, gifts.

Office Administration 

• Managing Incoming calls: answer and route incoming phone calls to the appropriate departments or personnel, providing accurate information as needed or taking messages when necessary.
• Welcome visitors and determine the nature of their visit; issue visitor passes and maintain visitor logs; alert appropriate party of visitor arrival or direct visitors to appropriate office, department, or employee.
• Respond to routine enquiries from internal or external sources, for example on the organization’s location, hours of operation, phone numbers, or email address. 
• Monitor company email address and ensure external stakeholder queries are addressed/routed to the right personnel in time.
• Assist with arranging meeting rooms, organizing, and distributing mail, receiving, and sending courier packages, company communications, etc.

Ad Hoc

• Assist with budget and forecasting on costs related to facilities.
• Liaise with Manager to oversee, monitor and ensure costs are contained within budgets.
• Work hand in hand with IT in managing office access control in line with company policies and procedures.
• Contribute to local & regional sustainability projects in line with Alfa Laval strategic goals.

Behavioral competencies 

• Possess high level of integrity. 
• Be thorough and pay attention to detail.
• Experience and knowledge of MS Office tools.
• Experience in handling switchboard.
• Have outstanding communication and interpersonal abilities. 
• Be able to work independently. 
• Be flexible and open to change. 
• Have excellent writing and verbal communication skills.

Qualification & Experience

• National diploma or above in office administration, facilities, or administration related qualifications
• Experience in multinational company is an added advantage.
• Proven experiences as a facilities Co Ordinator, office administrator, office assistant or relevant role.