Senior Facilities Coordinator

4 semanas atrás

Lisboa, Portugal INSCALE Tempo inteiro

**Responsibilities**:

- Develop policy, procedure, rules, and regulations related to Facility & Administration Department (FAD).
- One of the primary contacts between internal and external customers for all FAD-related issues.
- Sourcing of office premises, negotiate terms and conditions with the potential landlord, and reviewing the tenancy agreements
- Preparation of the scope of works or bills of quantities for minor or semi-major renovation works.
- Oversee and manage facility refurbishment and office renovation works as and when needed.
- Sourcing quotations from several contractors, vendors and suppliers until the appointment.
- Calculate and compare costs for goods and services to maximize cost-effectiveness, negotiate contracts to optimize delivery and cost saving
- Coordinate and monitor activities of contract suppliers, manage contractor and vendor relationships
- Manage, review, and renew the service contracts, and tenancy agreements to ensure facility management needs are being met
- Ensure delivery schedules, quantity and quality criteria are met, check completed work by contractors and vendors.
- Verify invoice matches the contract or agreed pricing, purchase order, and any other invoice related to FAD.
- Responsible for procurement of facilities management items and ensuring the safety & security of office premises.
- Provide prompt responses to requests and issues from internal and external customers.
- Undertake the maintenance of office premises, electrical, mechanical, equipment, furniture, and any other facility items in the event of failure.
- Monitor maintenance expenses and payments, and develop and implement cost reduction initiatives.
- Advise internal and external customers on monitoring energy efficiency.
- Liaise with local authorities, building condominium, and landlord for any issues related to office premises.
- Ensure compliance with health and safety standards and industry codes
- Act as a safety coordinator for matters related to health, safety, and the environment.

**Qualifications**:

- Professional Certificate/Diploma/Bachelor in Property Management, Business Administration, or equivalent
- Possess good hands-on experience in Facilities Management, Facilities Engineering, or equivalent
- Minimum 2 or 3 years experience in facilities management, project management, or construction management
- Solid MS Word and MS Excel experience
- Good communication and negotiation skills
- Good planning and organizational skills
- Possess good problem-analysis skills and ability to make decisions
- A ‘can do’ attitude in facing challenges and problem-solving.
- Customer service orientation and team player
- Working knowledge of facility management, procurement, and contracts
- Working knowledge of electrical and mechanical systems would be preferred.

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