Facilities Coordinator at Firmenich

PURPOSE  /MISSION:

The purpose of this role is to plan and articulate the routine activities of FREM services. Execute procedures and respect the plan activities defined by FREM leadership team, following corporate guidelines, within agreed timeline, with expected deliverables, within allocated budget.

MAIN TASKS

• Support facilities management (site development, site maintenance and employee workplace services) functions locally where defined by the Facilities Manager
• Support the user community in their daily usage of FREM services.
• Ensure business continuity for critical services and property (including maintenance)
• Optimize the delivery of FREM services locally, including improvement programs and adherence to policy requirements.
• Ensure business continuity for critical services and property (including maintenance).
• Supplier's performance monitoring
• Coordinates and monitors one to various elements of the facilities and / or maintenance services provided by supplier such as office maintenance, switchboard, post-room, office supplies management, etc. of small to medium organization.
• Maintenance may be in the areas of plumbing, carpentry, painting, plastering, machine servicing or electrical servicing.
• Ensures the respect of company culture and values and monitors performance
• Manage the contractors to respect company culture and values, and their performance.
• Ordering of company office supplies , including water, coffee, drinks, toiletries, etc
• Ordering office supplies, including A4 paper and all other required stationery

Operations:

• Facilitates the delivery of GWS services locally including improvement programs and adherence to policy requirements.
• Dispatches work orders to provider
• Ensures business continuity for critical services and property (including maintenance)

Administration

• Potentially overlaps with Administration / Support / Service family.
• Assists senior colleagues by carrying out administrative activities.

Engineering & Maintenance

• Requests and coordinates interventions of internal Engineering services when their expertise is applicable to support maintenance activities of GWS

Purchasing

• Meets suppliers to evaluate performance and feedback

Finance

• Follows up budget in order to respect the allocated budget
• Full transparency and control on opex
• SRM requisitioner super user role
• Vendor creation process
• Assist accounting manager with vendor communications and reconcilaitions

HR

• Gives support to events related to employees celebrations

QUALITY and HS&E

• Ensure the following of corporate GMP design standards by contractors and FTE of FREM
• Give the highest priority to the safety and to the protection of the health of our employees and contractors
• Scheduling and organizing of mandatory safety training sessions (first aiders, safety committee, fire marshalls)
• Contact point for authorities (support to GM)
• HSE Regulatory watch, gap assessment and action plan follow-up
• Prepare Safety committee
• Plan Fire drill / evacuation exercise
• Maintenance and check of fire detection and alarm report
• Maintenance and check of fire extinguisher
• Tool box kit check
• Personnel Protective Equipment management (inventory, orders, etc)
• Environmental data entry in FIRIMS/EMS on a monthly bases
• Observation tour / record in IMS

FORMATION / EDUCATION LEVEL

• Engineering - Architecture - HVAC engineering - building construction development - information systems development would be preferred but not essential
• Bookkeeping diploma preferred

PREVIOUS PROFESSIONAL EXPERIENCES

• Experience with the building development industry would be an advantage
• Bookkeeping experience preferred

COMPETENCIES

• Contribute to team success
• Quality orientation
• Continuous improvement
• Project management skills