Facilities Coordinator

hace 2 días

San José, Costa Rica The Millennium Group A tiempo completo

**Responsibilities**:

- ** Reception/Front Desk/Security**
- Welcome visitors and ensure they are registered properly and issued visitor badges.
- Maintain access cards (deactivate lost cards, and activate new cards by submitting requests through the Security team).
- ** Facilities Management**
- Inspect the facility to identify general corrective maintenance as necessary for proper maintenance and operation of various equipment, fixtures, etc., and ensure the appearance is in alignment with organizational expectations.
- Respond to maintenance requests, as needed, and determine the appropriate next steps.
- Report building and service deficiencies and recommend areas for improvement to management.
- Liaise with the landlord/property management office for building operational issues.
- Report building maintenance requests to landlord/property management by creating work orders.
- Ensure that Rubrik employees are informed of building communication and amenities.
- Ensure that janitorial cleaning adheres to agreed-upon janitorial specifications/expectations.
- Monitor activities that happen outside the building, such as proper waste disposal and recycling
- Coordinate office and parking space allocation
- Point of contact for Zoom equipment issues. Check that Zoom units are working properly on a daily basis.
- Conduct GEMBA walks on a daily basis.
- Ensure office supplies, printer areas, beverages, snacks, and first aid kits are stocked and maintained accordingly.
- Maintain shred boxes and handle E-waste.
- Ensure office trash/recycling/compost program is in compliance.
- Maintain bulletin boards for labor law posters and other legal posting requirements.
- Ensure compliance with health and safety standards and industry codes, per direction from Safety & Security team.
- Participate in Emergency Preparedness initiatives, per direction from Safety & Security team.
- Liaise with vendors and suppliers.
- **Events & Food Services**
- Set up and tear down events such as EBC meetings, Happy Hours, catered lunches, and other catered events.
- Coordinate team events and other offsite events.
- Order daily lunches and dinners for employees.
- Order catered meals for meetings when needed.
- Ensure the kitchen is stocked with snacks and beverages and stored in an orderly manner.
- Load and unload the dishwasher.
- **Shipping & Receiving**
- Process incoming and outgoing parcels
- Assist the local management in creating FedEx shipments
- Ship laptops & new hire kits to the new hires, as needed
- ** Space Planning & Furniture**
- Manage furniture inventory for new purchases, maintenance, and repair of existing furniture.
- Allocate space/tactical seat assignments.
- Set up workspaces for new hires and contractors (create nameplate, set up computer monitor, keyboard, rolling file cabinet, furniture key, task chair).
- Decommission workspace vacated by terminated employees & contractors.
- Handle employee workspace adds/moves/changes
- ** Administration**
- Process purchase requisitions through ZIP.
- Maintain and upload files in Facilities shared drive.
- Provide administrative support to local management staff (e.g., schedule meetings, schedule training classes, assist with flight reservations, coordinate job applicant interviews).

**Qualifications**:

- Strong interpersonal and customer service skills.
- Strong organizational skills.
- Great attention to detail.
- Strong verbal and written communication skills.
- Strong PC and Microsoft Office skills.
- Ability to multi-task and manage time efficiently.

**EDUCATION AND EXPERIENCE**
- High school diploma. An associate's Degree is a plus.
- 1 - 2 years of experience working in an administrative or facilities role.

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