Office Coordinator

Job Title: Office Coordinator

Job Purpose:
The Office Coordinator will be responsible for coordinating the day-to-day activities of the Shared Service Center (SSC) to align with the scope of work and internal customer expectations. This role ensures the delivery of high-level services in all Integrated Facilities Management (IFM) tasks associated with the center, including safety, building maintenance, vendor relations, budget planning, procurement, and compliance with service level agreements and Key Performance Indicators (KPIs). The Office Coordinator will also collaborate with leadership to address and resolve complex issues and risks.

Key Responsibilities and Accountabilities:

Local Procurement:

Manages the requisition process in Oracle.
Purchases air tickets and reconciles related credit card statements.
Handles bidding and quotations for minor purchases and local contracts.
Master Data:

Creates vendor profiles in Oracle.
Operational Facilities:

Manages administrative costs related to services (electricity, water, internet, phones).
Oversees operational permits and ensures timely tax payments.
Manages supply inventory (food, drinks, amenities, etc.).
Creates and distributes security badges.
Serves as the liaison for strategic space planning, design, move planning, allocation, transportation, cafeteria services, and client problem-solving.
Supervises and coordinates maintenance service requests, building security, room setups, audio-visual equipment, and disposal of confidential waste.
Landlord Point of Contact (POC):

Oversees office maintenance, security, and parking.
Ensures timely payment and control related to the building.
Provides leadership for office moves, renovations, and facility projects, and directs contractors and vendors.
Safety:

Supports all QSHE (Quality, Safety, Health, and Environment) initiatives, including:
Safety brigades
Emergency drills
Onboarding/Training
Requirements:

Holds a degree in Business Administration, Business Management, or related fields.
Has 1+ years of experience in Office Management, including interaction with senior-level management and managing hard and soft services in corporate offices.
Experience in a Shared Service Center environment is desirable.
Possesses intermediate to advanced knowledge of Office suite programs, specifically Excel.
Demonstrates business acumen, including knowledge in facilities services management, budget planning and execution, negotiation, and basic Environmental, Health, and Security practices.
Exhibits strong problem-solving capabilities.
Is a self-starter with the ability to quickly learn and adapt to changing work environments.
Has excellent organizational and daily-planning skills, capable of managing multiple requests and prioritizing activities effectively.
Can work independently and delegate tasks.
Is an effective influencer with strong persuasive communication skills.
Maintains an outstanding customer service attitude, providing innovative service experiences to employees.
Shows a passion for achieving results and a collaborative attitude for networking.
Is able to handle high levels of confidentiality in daily activities.
Upholds high ethical standards and integrity in business negotiations, both internally and externally.
Possesses strong analytical skills.
Has excellent written and verbal communication skills for engaging with key leadership stakeholders.