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Facilities Coordinator

hace 2 meses

Madrid, Madrid, España Medpace, Inc. A tiempo completo

About the Role:

Medpace, Inc. is seeking a highly organized and detail-oriented Facilities Coordinator to support our team at our office in Madrid. As a key member of our facilities team, you will provide administrative support to our home-based team in Portugal and work closely with our Regional Facilities Manager to ensure the smooth operation of our office.

Key Responsibilities:

  1. Front Desk Support: Greet clients, vendors, and staff, answer phone calls, and distribute messages in a professional and courteous manner.
  2. Facilities Management: Assist with property projects, such as relocation, lease renewal, and internal office moves and fit-outs, ensuring timely and cost-effective execution.
  3. Vendor Management: Coordinate with vendors for repair and maintenance services, supply ordering, and follow up on vendor performance to ensure high standards and value for money.
  4. Relationship Building: Develop and maintain strong relationships with service vendors and landlords to ensure efficient maintenance of our building and grounds.
  5. Onboarding and Training: Work with HR and IT to welcome and onboard new starters to the Madrid office, including parking and office assignments.
  6. IT Support: Collaborate with the local IT function on day-to-day business and relocation projects.
  7. Health and Safety: Assist in the development and implementation of health and safety procedures for our local office.
  8. Financial Management: Submit office expense invoices within allocated budget and escalate approval when necessary.
  9. Database Management: Update and maintain databases, such as mailing lists, contact lists, and client information.
  10. Event Planning: Assist in the coordination and organization of meetings, events, and appointments.
  11. Office Supplies: Monitor and maintain office supplies.
  12. Reporting and Analysis: Provide reporting and information for country budget planning for facilities-related costs under the direction of the Finance function.

Requirements:

  1. Language Skills: Excellent knowledge of English language, spoken and written.
  2. Education: High school diploma or equivalent.
  3. Experience: Good experience in office administrative services/office management.
  4. Knowledge and Skills: Basic knowledge of office management, Health and Safety, Risk Assessments, and emergency procedures required. Strong knowledge of MS Word, Excel, and PowerPoint.
  5. Communication and Organizational Skills: Excellent communication skills (both written and verbal) and strong organizational and prioritization skills with a high attention to detail.

Travel: None

Language: English