We are seeking a highly organized and service-focused Facilities Coordinator to support the efficient operation of client’s Frankfurt offices.
JOB DESCRIPTION:
Facilities Coordinator to manage daily operations of offices Serve as a point of contact for employees, visitors, vendors, assisting the Facilities Manager, ensuring that the workplace is welcoming, compliant, and functioning at the highest standard.
ESSENTIAL DUTIES:
Facilities & Vendor Coordination
* Support the implementation and maintenance of Facilities Management processes, aligned with global standards.
* Liaise with vendors and contractors for routine maintenance, repairs, and services.
* Log and track all operational and maintenance activities via CMMS system.
* Support the Local FM with data collection for dashboards and reporting, such as environmental and statutory.
* Assist with contract scope review and manage certificate of insurance data.
Operational & Administrative
* Perform inspections of properties routinely to ensure workplace is in compliance, maintenance is being performed, level of cleaning is at highest standards.
* Track and manage KPI & SLA levels.
* Assist in budget development.
* Review and assist with invoice review, coding to appropriate budget category & invoice input into accounting system.
* Assist Project team with employees as applicable.
* Maintain data base of occupancy, ensuring floor plans and seating are current.
* Assist in development of monthly financial and operating reporting.
* Track and upload environmental & utility data in to client’s environmental system.
* Attend tenant meetings and liaison with landlord’s property team.
Health, Safety & Compliance
* Act as support for Health & Safety activities (following training), supporting EH&S activities, communications, and policy enforcement.
* Conduct or participate in periodic safety inspections and risk assessments.
* Upload data & inspections to compliance SharePoint site.
* Identify safety issues, notify supervisors, and follow up on corrective actions.
* Maintain documentation related to visitor safety, vendor compliance (e.g., IMSS/SUA documentation), and incident reporting.
* Ensure contactors are submitting proper RAMS and documentation.
* Coordinate with the Occupational Health and Safety Committee and participate in investigations and preventative actions.
Front-of-House & Office Operations (May be asked to assist as a back-up to Receptionist)
* Welcome and register visitors, manage access credentials, and ensure visitors are informed of security protocols.
* Handle incoming calls, direct queries, and maintain records of daily office visits and access logs.
* Manage the reception area, coordinate mail/courier deliveries, and ensure collection schedules align with internal policies.
* Serve as the primary point of contact for all office-related needs and coordinate with internal departments (e.g., HR, IT, Security).
Additional Responsibilities
* Own and manage internal communications channels for facilities updates and alerts.
* Continuously identify opportunities to enhance workplace safety, comfort, and operational efficiency.
* Be available to assist with operational/emergency situations, which could occur after hours.
SKILLS, EDUCATION AND EXPERIENCE:
* Outstanding Customer Focus
* Pro Active / Team Player
* Flexible and energized
* On-site presence during working hours
* Good communications skills both oral and written
* IT Literate (MS Suite including Teams, Excel, Word)
* Prior Occupational Health & Safety Training is a plus
WORK SETTING:
* Competitive Salary
* Modern working environment
* Supportive and customer focused environment
* Safety culture
NEWMARK
About Newmark (Nasdaq: NMRK)
Newmark Group, Inc., together with its subsidiaries (“Newmark”), is a world leader in commercial real estate services, with a comprehensive suite of investor/owner and occupier services and products. Our integrated platform seamlessly powers every phase of owning or occupying a property. Our services are tailored to every type of client, from owners to occupiers, investors to founders, growing startups to leading companies. Harnessing the power of data, technology, and industry expertise, we bring ingenuity to every exchange, and imagination to every space. Together with London-based partner Knight Frank and independently owned offices, our 18,800 professionals operate from approximately 500 offices around the world, delivering a global perspective and a nimble approach. In 2019, Newmark generated revenues in excess of $2.2 billion. To learn more, visit nmrk.com or follow @newmark