Facilities Coordinator

We're looking for a Facilities Coordinator to oversee day-to-day office operations. You'll make sure workspaces, infrastructure, and building services run without interruption, stay within budget, and meet safety standards. You'll work closely with building management, external vendors, and the commercial team, and support office openings, expansions, and relocations.

What you'll do
Facilities operations
• Oversee the day-to-day operation of the office facilities.
• Ensure the continuous operation and functionality of the facilities and workplace infrastructure.
• Keep workspaces, meeting rooms, common areas, and office equipment functional and organized.
• Coordinate office maintenance, repairs, and preventive maintenance activities.
• Oversee cleaning, security, and general workplace conditions.
• Support office opening, expansion, and relocation projects when needed.
• Ensure facilities operate within approved budgets and support cost-control initiatives. Vendor and building management
• Coordinate with building management, landlords, and external vendors.
• Manage relationships with cleaning, maintenance, security, internet, and office service providers.
• Track vendor performance and ensure services meet operational requirements.
• Track invoices, contracts, insurance policies, and facilities-related documentation. Logistics and workspace coordination
• Manage workstation assignments and office seating plans.
• Coordinate office access, badges, parking, and facility permits.
• Support logistics for onboarding, office moves, equipment delivery, and operational setup.
• Maintain the inventory of office supplies and workplace assets. Commercial and facilities support
• Support the commercial team with facilities-related opportunities and workspace proposals.
• Accompany and support facilities leaders and prospective client visits when needed.
• Contribute to the commercial facilities portfolio by helping identify expansion opportunities and operational improvements.
• Coordinate the facilities information needed for business development and client presentations. Health, safety, and compliance
• Ensure compliance with workplace safety standards and building policies.
• Support emergency preparedness procedures and workplace incident reporting.
• Coordinate facilities-related audits, inspections, and corrective actions when needed. Administrative support
• Keep organized records of facilities expenses, contracts, and maintenance schedules.
• Prepare facilities-related reports and operational updates.
• Support budget tracking and financial monitoring of office operations.
• Respond to all emails and messages received up to 3 hours before the end of your shift on the Booth & Partners corporate email and chat.
• If Booth & Partners and/or the client requires you to use an attendance system, use it properly so it reflects the shifts actually worked.
• Perform any other duties assigned by your supervisor and/or included in the job profile. What you bring
• Bachelor's or technical degree in Business Administration, Industrial Engineering, Facilities Management, or a related field.
• 3+ years of experience in facilities management, general services, or office operations.
• Experience managing cleaning, maintenance, security, and internet vendors, and coordinating with building management.
• Experience tracking budgets, invoices, contracts, and insurance policies.
• Knowledge of occupational health and safety standards (SG-SST), emergency plans, and incident reporting.
• Proficiency in Microsoft Office, with intermediate Excel for inventories, budgets, and reports.
• Intermediate English (B1).
• Strong organization, communication, and service orientation, with the ability to juggle several priorities at once. Nice to have
• Experience with office opening, expansion, or relocation projects.
• Experience supporting commercial teams with workspace information or client visits.
• SG-SST 50-hour course or a related workplace safety certification.
• Experience with access control and asset management systems. Benefits and conditions
• Indefinite-term employment contract.
• Monday to Thursday: from 8AM to 5:30PM / Friday from 8AM to 5PM
• Private health insurance
- prepaid (obtaining this benefit will depend on the review by the insurance company).
• Life insurance (obtaining this benefit will depend on the review by the insurance company).
• 1 day off on your birthday.
• 4 sick leave credits per year.
• 1 day off on your 1st anniversary, and 2 days off starting from your 2nd anniversary.