Facilities Coordinator

Job description

Work Schedule Standard (Mon-Fri) Environmental Conditions Able to lift 40 lbs. without assistance, Office Job Description As part of the Thermo Fisher Scientific team, you’ll discover meaningful work that makes a positive impact on a global scale. Join our colleagues in bringing our Mission to life every single day to enable our customers to make the world healthier, cleaner and safer. We provide our global teams with the resources needed to achieve individual career goals while helping to take science a step beyond by developing solutions for some of the world’s toughest challenges, like protecting the environment, making sure our food is safe or helping find cures for cancer. DESCRIPTION: Join us as a Facilities Coordinator supporting CRG Thermo Fisher Scientific's Madrid office, a strategic site supporting regional business operations, executive leadership activities, customer engagement, and Clinical Research Group functions. This role is responsible for delivering exceptional workplace services while ensuring the safe, efficient, and compliant operation of the site. As a key member of the Facilities team, you will coordinate daily workplace operations, vendor management, maintenance activities, Health & Safety compliance, workplace experience initiatives, and business continuity. The role also provides operational support for executive leadership meetings, customer visits, events, and office projects, ensuring a professional environment that enables employees to perform at their best. Due to the nature of the role, flexibility is required to support executive meetings, customer visits, events, facilities emergencies, and other business-critical activities that may occur outside normal working hours. Flexibility is also provided where business needs allow. Act as an ambassador for the Madrid workplace by delivering a high-quality experience for employees, visitors, customers and executive leadership. REQUIREMENTS: • 4+ years of facilities coordination or related experience • Relevant qualification in Facilities Management, Business Administration or equivalent professional experience is preferred • Strong organizational skills with ability to handle multiple projects and priorities simultaneously • Experience coordinating with vendors, contractors and service providers • Experience supporting on-site events, customer visits, and senior leadership meetings • Excellent communication and customer service skills • Proficiency in Microsoft Office Suite and facilities management software • Knowledge of health and safety regulations and compliance requirements would be an advantage, but is not mandatory • Available to respond to facility emergencies as needed • Experience with shipping/receiving operations and inventory management • Strong problem-solving skills and office planning ability • Ability to occasionally move office furniture, meeting equipment and materials with appropriate manual handling practices. • Physical mobility to perform building inspections and simple maintenance tasks • Professional working proficiency in English (B2 CEFR) is required to communicate with global stakeholders, participate in regional meetings, interpret corporate policies and procedures, and prepare written communications. KEY RESPONSIBILITIES Facilities Operations • Coordinate all site facilities operations and preventive maintenance programs. • Manage service requests for both on-site and remote employees, ensuring timely response and resolution. • Coordinate day-to-day workplace operations and employee services. • Manage meeting rooms and common areas to ensure operational readiness. • Coordinate logistics and room setup for executive meetings and business events. • Manage office supplies, consumables and workplace inventories. • Liaise with landlords and building management services (Security, Maintenance...) • Maintain asset registers, floor plans, fixed assets and compliance documentation. • Support Facilities Audit or other related inspection or audit related to the office operation. • Ensure the efficient operation of building systems and workplace services. • Coordinate incoming and outgoing courier services and mail distribution. • Oversee multifunction printer (MFP) operations, including service requests, consumables, and vendor coordination • Ensure office equipment, including printers and meeting room technology, remains operational and promptly address service issues. Health, Safety, and Environmental Management Knowledge of health, safety, and environmental regulations and compliance requirements would be valuable, as the role will work closely with HSE-related topics as part of the administrative responsibilities. Sustainability and Resource Efficiency • Track and report site-level sustainability performance (energy, waste, water, and travel). • Partner with vendors and procurement teams to embed sustainability into service contracts. Workplace and Remote Experience • Manage workspace allocation, desk/office bookings, parking area, and occupancy data. • Assure Security Policy compliance and manage site security access. • Support office moves, reconfigurations, and workplace optimization initiatives. • Coordinate facilities aspects of employee onboarding/offboarding for both office and remote roles. • Ensure that office employees have appropriate facilities support (equipment, ergonomic guidance, safety materials, supplies, etc.). • Coordinate reception support and visitor management processes. • Ensure meeting rooms remain fully functional and presentation-ready throughout the day • Support hybrid workplace initiatives and occupancy planning. Vendor and Budget Management • Manage relationships with external service providers, ensuring contractual compliance, service quality and cost effectiveness • Monitor facilities budgets and support annual forecasting. • Verify service quality and ensure compliance with sustainability and safety standards. • Raise purchase requisition, process invoices and support financial tracking and reporting. Projects and Continuous Improvement • Support or lead small-scale facilities projects, moves, or refurbishments. • Participate in regional Facilities initiatives • Contribute to continuous improvement and process standardization across global operations. Executive meetings and events • Coordinate logistics for executive leadership meetings, town halls, customer visits and other events. • Configure meeting rooms, audiovisual equipment and videoconferencing systems • Coordinate visitor logistics, ensuring meeting rooms, reception areas, catering, and workplace services are prepared to Thermo Fisher standards. • Provide end-to-end operational support before, during and after executive meetings, customer visits and business events. Key Competencies • Customer-focused mindset • Strong organizational and prioritization skills. • Ability to work independently in a fast-paced environment. • Excellent communication and stakeholder management. • Vendor and contractor management. • Continuous improvement mindset • Problem-solving and decision-making. • Operational planning and execution. • Adaptability and resilience. • High attention to detail.