Facilities Coordinator

We’re looking for problem solvers, innovators, and dreamers who are searching for anything but business as usual. Like us, you’re a high performer who’s an expert at your craft, constantly challenging the status quo. You value inclusivity and want to join a culture that empowers you to show up as your authentic self. You know that success hinges on commitment, that our differences make us stronger, and that the finish line is always sweeter when the whole team crosses together.

The Facility Coordinator will be based in the Sydney office and report to the Regional Facilities Manager. This position is responsible for monitoring the maintenance and services operations of the office and must be comfortable working with all levels of stakeholders at the APJ Headquarters.

This is an office-based role and will required to be onsite 5 days a week.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

- Responsible for coordinating, scheduling, and overseeing activities of contractors executing facilities services.
- Administers front-of-house services such as shipping and receiving, office supplies, shredding services, interior landscaping, janitorial, carpentry, pest control, carpet maintenance, etc.
- Responds to all facility inquiries, assess problems, and takes the necessary corrective action.
- Ensures facilities are operated and maintained in compliance with established policies and procedures. Further administers the development of policies and procedures to align with local or regional requirements.
- Administers back-of-house facilities operations including general FF&E maintenance and MEP issues with responsible parties (landlord/property management, vendors, contractors, consultants, etc.)
- Acts as a liaison with Landlord/Property Management regarding all back-of-house maintenance issues.
- Provides facility specific assistance with projects as needed or requested.
- Ensures work and services are executed professionally and to a high standard.
- Administers onsite Pantry Services program including ordering of coffee/tea, snacks, beverages, etc.
- Establishes and maintains open, positive relationships with external vendors, associates, and business leaders.
- Supports the day-to-day delivery of office service programs such as reception, mail/postal services, shipping/receiving, workspace management services, and security badge administration.
- Coordinates and supports local employee engagement events and outreach for employee activities.
- Assist management with OPEX budget, forecasts monthly expenses and monthly reporting.
- Meets and collaborates with business unit representatives, stakeholders on a regular basis.
- Assists and aligns closely with IT/Helpdesk/EA/HR teams in support of setting up conference rooms, training rooms for corporate meetings, recruiting events, leadership functions, sales conferences, specialty events as required.
- Supports new hire and onboarding process including workspace preparation, setting up of access badges
- Supports offboarding process including the collection of access badges and personal/ work-related belonging
- Attends coordination meetings with the Landlord/Property Management, plans and manages building evacuation.
- Assists facilities manager as local health and safety agent while keeping the workplace in compliance with EH&S standard.
- Reads and understands the applicable Service Level Agreements of external vendors and holds them accountable for service.

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES:

- Creates standard defined reports, i.e., weekly reports, identify issues and proactively reports operational challenges.
- Contributes to root cause analysis in escalation management.
- Follows SOP/flow of processes.
- Identifies process improvement opportunities (enhancements and pain points) at process/ function level.
- Communicates to external stakeholders on pre-defined guidelines with data and resolves issues with reduced guidance.
- Operates with autonomy, some oversight and direction required. Comfortable with sole ownership of tasks and initiatives and drives completion

EDUCATION, EXPERIENCE:

- Previous experience in Office Management and/or Facilities Management preferred
- Exceptional written and verbal communication skills including ability to communicate with all levels of staff, clients, and external professionals.
- Keen attention to detail with the ability to juggle multiple priorities
- High level of integrity and ethics with the ability to maintain confidentiality
- Strong organizational and interpersonal skills
- Ability to manage multiple priorities efficiently
- Desire to work in a fast-paced environment
- Advanced PC skills including MS Office suite
- Basic understanding of network infrastructure, Audio/Visual system integration and IP telephone

Find yourself checking a lot of these boxes but doubting whether you should apply? At Alteryx, we support a growth mindset for our associates through all stages of their careers. If you meet some o