Facility Coordinator

Start Date: As soon as possible

Duration: Long-term assignment

Location: Gent - Hybrid

Brief Description:

The Facility Coordinator is responsible for managing all building-related items that impact business performance, security, and the satisfaction of employees and tenants.

Key Areas of Responsibilities:

• Overall Site Security Services:
  • Consult and collaborate in fire prevention teams.
  • Supervise, control, and alert for possible safety issues.
  • Prepare and lead evacuation exercises.
  • Help set up safety regulations.
  • Invite control agencies for regular audits on equipment as legally required and communicate results.
• Access Control to Building:
  • Manage access control to building and areas.
  • Approve specific requests for access to private areas.
  • Regularly review camera functionality and provide images to legal instances upon request.
  • Ensure compliance with privacy regulation laws for camera recording.
• Coordinate Tenants’ Visits and Requests:
  • Participate in meetings with new candidate tenants and respond to technical questions.
  • Collect input on needs, prepare contracts in alignment with the finance manager, and prepare settlements for quarterly invoicing.
  • Manage business centre requests through a functional mailbox and follow up on facility or infrastructure changes.
• Project Management:
  • Review technical requirements, make proposals, and execute agreed plans.
  • Conduct feasibility studies, contact vendors, and make cost proposals.
  • Participate in meetings with tenants for implementation and service delivery.
  • Order infrastructure equipment and manage the invoice flow and approval of operational costs.
• Warehouse Storage Management & Goods Handling:
  • Review warehouse occupation and load levels.
  • Align storage levels with responsible owners and initiate clean-up actions.
  • Coordinate VAT approval and requests for scrapping of goods.
• Service Reviews with Vendors:
  • Organize review meetings to assess delivered services, discuss problems, review costs, and improve service levels.
  • Manage service providers for any work in the building.

Capabilities Required & Problem Solving:

• Proactive, personable, and results-oriented.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to make sound fact-based analyses.
• Strong organizational skills.
• Basic maintenance and repair skills.
• Proficiency with office tools like Excel and Word.