Senior Coordinator - Facilities

Department: EMEA Facilities
Location: Neu-Isenburg, Germany
Reporting to: HSE & Facilities Manager, Germany

Role Purpose
The Senior Facilities Coordinator is responsible for the day-to-day Office and Facilities Management activities in Germany and ensures the effective and reliable operation of the German office.
In addition, the role supports the HSE & Facilities Manager with selected Health and Safety, sustainability, budget, and reporting activities across EMEA.

Key Responsibilities
Office and Facilities Management
• Coordinate the day-to-day Office and Facilities Management activities in Germany.
• Act as the main point of contact for employees regarding office and facility-related matters.
• Coordinate office services, access requirements, infrastructure, maintenance, and repairs.
• Liaise with landlords, property managers, and service providers and follow up on open matters.
• Support the administration of facility-related leases, insurance policies, contracts, renewals, and related documentation.
• Coordinate day-to-day soft services, reception and visitor support, office supplies, and the servicing of office equipment.
• Maintain planned preventive maintenance and statutory inspection schedules and follow up on required actions.
• Coordinate access badges and support new employees with workplace orientation.
• Support meetings, events, internal office activities, and incoming and outgoing mail, courier shipments, and deliveries.
• Review and improve local office processes, maintain relevant Facilities and SharePoint documentation and signage, and support a professional, well-maintained workplace.

Vendor and Procurement Coordination
• Coordinate facility service providers, quotations, contract renewals, and the delivery of agreed services.
• Coordinate vendor onboarding and the setup of new vendors in SAP, including the required documentation and approvals.
• Create, manage, and monitor facility-related purchase orders in SAP.

Budget and Financial Coordination
• Maintain Office and Facilities budget, forecast, accrual, purchase-order, and cost-tracking information for Germany.
• Support budget preparation, forecast updates, and the operational review of facility-related invoices and expenditure.
• Monitor costs and highlight significant variances, unexpected expenditure, missing information, or insufficient purchase-order values.
• Support EMEA Facilities budget and planning processes by collecting, validating, consolidating, and providing the required financial information.

Health and Safety Coordination
• Work closely with the HSE & Facilities Manager to coordinate Health and Safety activities in Germany and agreed activities across EMEA through coordination, documentation, reporting, and follow-up.
• Maintain relevant records, action trackers, inspection documentation, and supporting evidence.
• Support the organisation and documentation of audits, inspections, risk assessments, training activities, and corrective actions.
• Prepare reports and status updates for review and highlight overdue actions, reporting gaps, or identified risks.

EMEA Sustainability and Environmental Reporting
• Work closely with the HSE & Facilities Manager to coordinate sustainability and environmental reporting across EMEA.
• Collect, consolidate, and validate facility-related data, including energy, water, waste, recycling, and CO2 emissions.
• Follow up with EMEA stakeholders on reporting requirements, deadlines, missing information, and supporting documentation.
• Prepare consolidated data and reports and support agreed local and regional environmental initiatives.

Experience and Qualifications
• Completed vocational training or a comparable qualification, combined with several years of relevant experience in Office or Facilities Coordination.
• Experience coordinating office services, service providers, maintenance activities, contracts, and procurement processes.
• Experience with SAP or a comparable ERP system, including vendor administration and purchase-order management, is desirable.
• Good understanding of budgets, invoices, purchase orders, and cost tracking.
• Experience supporting Health and Safety or sustainability-related activities is an advantage.
• Confident user of Microsoft Office, with very good written and spoken German and English.
• Strong service orientation, communication, and organisational skills, with the ability to work independently and follow up consistently.

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