As the Facilities and Events Lead, your pivotal role involves ensuring the seamless functioning of our work environment and successfully executing corporate events.
You will oversee desk bookings, allocations, and parking logistics, optimizing workspace utilization and maintaining an efficient parking system.
Additionally, you'll collaborate with cross-functional teams to address facilities-related issues promptly, enhancing the overall operational efficiency of our Shared Service Center.
Key Responsibilities
Facilities Management:
- Oversee desk bookings and allocations to optimize workspace utilization
- Manage parking logistics, ensuring an efficient and organized parking system
- Streamline and enhance desk and parking space booking processes for increased efficiency
- Collaborate with cross-functional teams to address and resolve facilities-related issues promptly
- Where appropriate, book and arrange travel, transport and accommodation
Event coordination:
- Take the lead in coordinating a variety of events within the Shared Service Centre (SSC), including offsite days, kick-off events, all hands meetings, product launches, and festive celebrations such as the Christmas party
- Work closely with the HR team to organize and execute training and development programs
- Set up event invites, reserve meeting rooms, and handle all relevant coordination to ensure smooth even execution, including organizing catering
- Facilities Operations and Administration
- Regularly inspect rooms and furniture to identify maintenance an repair needs, ensuring a well maintained and functional workspace
- Supplies management: monitor and restock office supplies to sustain an efficient and productive work environment
- Keep meticulous records of both regular as well as ad hoc facilities expenses, contributing to transparent financial management
- Uphold a safe, clean and functional physical space, prioritizing the well being and productivity of employees
- Cultivate and maintain relationships with suppliers and external partners as necessary, for a streamlined and collaborative facilities management process
Collaboration and communication:
- Foster effective communication and collaboration with internal stakeholders to understand their facility needs and event requirements
- Implement best practices to enhance overall employee experience and satisfaction
- Draft, review and send communications on behalf of company executive(s)
- Keep meeting minutes where required
Continuous improvement:
- Proactively identify opportunities for process improvement in facilities management and event coordination
- Implement best practices to enhance overall employee experience and satisfaction
