Lisboa Workplace & Facilities Coordinator (GRF10) 11

Job description

At Fujitsu, our purpose is to make the world more sustainable by building trust in society through innovation. Founded in Japan in 1935, Fujitsu has been a pioneer in technology and innovation for decades. Today, as a world-leading digital transformation partner, we are committed to transforming business and society in the digital age. With approximately 130,000 employees across over 50 countries, Fujitsu offers a broad range of products, services, and solutions. We collaborate with our customers to co-create solutions that drive enterprise-wide digitalization while actively working to address social issues and contribute to the United Nations Sustainable Development Goals (SDGs). Role Purpose The Workplace & Facilities Coordinator is responsible for coordinating the day-to-day delivery of Workplace and Flexible Workplace services in Portugal. The role acts as a central coordination point between employees, managers, Facilities, suppliers, and global teams. Its primary focus is the administration and operational management of the Fujitsu Workplace assigned tool (at the moment Rooms platform), including user requests, booking exceptions, permanent seat requests, exclusive room bookings, shared mailbox management, system updates, documentation, and support for workplace change initiatives. The role also provides planned operational coverage for local Facilities activities, particularly during the Facilities Technician’s absence. This coverage is focused on immediate operational needs and service continuity. Planned maintenance, inspections, supplier interventions, and other scheduled technical activities should normally be prepared in advance. This is not primarily a technical Facilities position. It is a service coordination role requiring excellent communication, strong customer orientation, ownership, autonomy, and the ability to manage processes and exceptions. Key Responsibilities Workplace and User Support Act as the central point of contact for Workplace and Flexible Workplace requests. Manage the Flexible Workplace and Facilities shared mailboxes. Receive, assess, prioritise, and follow up user requests through to completion. Provide clear, timely, and professional responses in Portuguese and English. Manage user expectations and communicate decisions, dependencies, and next steps. Handle complaints, conflicting requirements, and sensitive requests professionally. Coordinate with employees, managers, Facilities, suppliers, and global support teams. Ensure users receive a consistent and positive Workplace service. Fujitsu Rooms Administration Support the day-to-day administration of the platform. Manage requests related to seats, meeting rooms, permanent seats, exclusive rooms, and other booking exceptions. Review requests against established rules and available information. Process standard requests according to the defined procedures. Exercise appropriate judgement when handling exceptions. Escalate cases that require management, policy, technical, or stakeholder decisions. Maintain accurate information relating to locations, rooms, seats, resources, layouts, and other platform components. Coordinate system updates with the relevant local and global stakeholders. Maintain traceability and supporting evidence for approvals, rejections, and exceptions. Identify recurring booking or system issues and recommend improvements. Operational and Administrative Coordination Maintain control of request queues and shared mailbox activity. Monitor pending cases, dependencies, and outstanding stakeholder actions. Maintain structured records and supporting documentation. Update guidelines, work instructions, process documents, trackers, and knowledge materials. Prepare operational information and basic reports when required. Support the implementation of new or revised processes. Ensure that requests are not left without ownership, follow-up, or closure. Identify recurring issues, bottlenecks, and opportunities for process improvement. Workplace and Facilities Projects Support workplace changes, office layout updates, relocations, and space optimisation activities. Coordinate administrative and operational project actions. Maintain project documentation, trackers, actions, and supporting evidence. Follow up actions with internal stakeholders and suppliers. Support communications relating to workplace changes. Assist with the implementation and operational handover of changes. Facilities Coverage Provide planned backup coverage for local Facilities operations. Act as the local point of contact during planned absences of the Facilities Technician. Receive and coordinate immediate Facilities requests and incidents. Perform basic physical checks of workplace areas when required. Receive and accompany suppliers or service providers. Contact the landlord, suppliers, or internal stakeholders according to the applicable process. Support inventory activities, material movements, records, and basic operational controls. Support onsite audits, visits, and operational requirements. Monitor open incidents and ensure appropriate follow-up and escalation. Maintain service continuity until the responsible Facilities resource resumes ownership. Follow established safety, access, security, and escalation procedures. Avoid undertaking technical activities requiring specific authorisation, training, or certification. Working Model Hybrid role based in Lisbon. Expected office presence averages approximately three days per week. Flexibility is required because office presence must align with operational needs. Candidate - Mandatory Requirements Relevant Experience Experience in service operations, process control, coordination, administration, or customer support environments. Experience managing multiple requests, activities, or cases simultaneously. Experience using operational platforms such as ticketing, workflow, booking, CRM, or case management systems. Experience coordinating activities between users, support teams, suppliers, or other stakeholders. Experience working within defined processes, procedures, and controls whilst handling exceptions when required. Communication Fluent Portuguese and English, both written and spoken. Ability to communicate effectively with employees, managers, suppliers, and international teams. Ability to produce clear, concise, and professional written and verbal communications. Service Coordination & Stakeholder Management Ability to manage requests from initiation through to completion. Ability to coordinate stakeholders with different priorities and dependencies. Ability to manage expectations and resolve non-standard situations in a professional manner. Ability to operate effectively in customer-facing and service-oriented environments. Organisation & Operational Management Strong prioritisation and workload management skills. Ability to maintain accurate records, documentation, and audit trails. Ability to work with procedures, approvals, controls, and supporting evidence. Ability to monitor outstanding actions, dependencies, and open requests. Digital & Workplace Capability Proficiency with Microsoft 365 and standard business applications. Ability to learn and administer business systems and workflow-based platforms. Ability to work with operational data, reports, trackers, and documentation. Ability to support workplace operations in a hybrid office environment. Ability to work from the Lisbon office according to business and operational requirements. Desirable Requirements Experience in Service Desk, Service Delivery, Process Controller, Operations Support, or similar operational roles. Experience managing shared mailboxes, queues, service backlogs, or response targets. Knowledge of incident, request, change, or service management processes. Experience maintaining process documentation, knowledge articles, or operational procedures. Experience supporting continuous improvement initiatives. Exposure to Workplace, Facilities, Office Op