The Facilities Operations Coordinator will support IHQ’s facilities operations, focusing on assisting with large meetings and events both on-site and at local external venues. This role requires strong organisational, administrative, communication, and customer service skills, alongside a good understanding of event coordination.
Key Responsibilities:
Events and Meetings:
* Perform daily checks of all meeting rooms to ensure AV equipment is functioning and resolve any issues.
* Set up meeting rooms, including arranging room layouts and coordinating with the housekeeping team.
* Ensure meeting rooms are organised and presentable, including replenishing whiteboard supplies.
* Monitor meeting room calendars and proactively contact hosts to ensure all requirements are met.
* Assist with event setups, including collecting and setting up catering as needed.
* Support internal and external events, ensuring room setups and refreshments are managed, and demonstrate flexibility with work hours when needed (e.g., early starts or late finishes).
* Build and maintain relationships with local external venues for event coordination.
* Liaise with Housekeeping and Security for out-of-hours events.
Reception:
* Provide reception cover as required to ensure smooth site operations.
General Administration:
* Raise purchase requisitions and verify invoices.
* Assist with general tasks such as managing post, stationery supplies, and ad-hoc duties from the operations management team.
* Respond to staff queries, logging tasks in ServiceNow.
* Utilise internal systems like ServiceNow (Helpdesk), Concur (Expenses), Coupa (Requisitions & Invoicing), and others for various administrative tasks.
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