Facilities Coordinator

IFF•Carrollton, TX

1d•Onsite

About The Position

As a key facility contact, you will coordinate Facility Services at the Center of Excellence in Carrollton, TX. This customer facing position supports the delivery of workplace services and employee experience by coordinating facilities operations, vendor services, and event logistics in alignment with IFF’s global standards. You will be the workplace experience ambassador and serve as a main point-of-contact for Senior Leadership and employees looking to submit on-demand work or service-related requests. You will be a continual presence in the main employee areas of the building and will be a well-known resource and the go-to for multiple needs, so it is your task to ensure you implement sustainable processes and innovative ways of working.

Requirements

Must be willing to take on projects with little direction
Excellent written and verbal communication skills
Strong interpersonal, organizational, communication, negotiation and leadership skills
Strong corporate event protocol/process knowledge is necessary
Must be proficient in Microsoft software applications
2+ years proven experience in facilities administration or event planning and coordination, including managing logistics

Nice To Haves

knowledge of purchasing systems and CMMS systems is a plus
General building and service knowledge a plus (e.g., HVAC systems, janitorial services, security protocols)

Responsibilities

Creating and maintaining a schedule of events, corporate visitors and vendors
Purchasing for Facilities via SAP, Zycus, and/or Simfoni
Assisting with onboarding IFF employees
Supporting Facilities-related operations, including safety and environmental requirements
Coordination and Monitoring supply and repair vendors to ensure safety protocol is followed and work is properly completed.
Owning Common Areas to ensure cleanliness and liaising with building cleaning staff as needed
Monitoring supply closets and ensuring materials are ordered and supplies are fully stocked
Organizing events, including internal meetings, workshops, customer meetings and logistics needs, which could include: Coordinating catering services for the day; assisting with ordering, deliveries, room and food set-ups and breakdowns
Assist with coordinating meetings involving multiple leaders in different time zones.
Coordinating transportation arrangements related to events, such as shuttle services, guest pickups, and local travel logistics
Managing budgets and expenses related to employee community events throughout the year, including activities such as Lunar New Year, Halloween, Diwali, and other cultural celebrations
Collaborating with key personnel to ensure a seamless meeting experience
Coordinating/booking conference rooms and meeting room set-ups
Ensuring that the event details and timelines are followed
Communicating with the host of the event to ensure satisfaction
Managing post event survey distribution and feedback