Facilities CoOrdinator

The Facilities Operations Coordinator will support IHQ's facilities operations, focusing on assisting with large meetings and events both on-site and at local external venues. This role requires strong organisational, administrative, communication, and customer service skills, alongside a good understanding of event coordination., Events and Meetings:

• Perform daily checks of all meeting rooms to ensure AV equipment is functioning and resolve any issues.
• Set up meeting rooms, including arranging room layouts and coordinating with the housekeeping team.
• Ensure meeting rooms are organised and presentable, including replenishing whiteboard supplies.
• Monitor meeting room calendars and proactively contact hosts to ensure all requirements are met.
• Assist with event setups, including collecting and setting up catering as needed.
• Support internal and external events, ensuring room setups and refreshments are managed, and flexibility with work hours when needed (e.g. early starts or late finishes).
• Build and maintain relationships with local external venues for event coordination.
• Liaise with Housekeeping and Security for out-of-hours events.
Reception:
• Provide reception cover as required to ensure smooth site operations.
General Administration:
• Raise purchase requisitions and verify invoices.
• Assist with general tasks such as managing post, stationery supplies, and ad-hoc duties from the operations management team.
• Respond to staff queries, logging tasks in ServiceNow.
• Utilise internal systems like ServiceNow (Helpdesk), Concur (Expenses), Coupa (Requisitions & Invoicing), and others for various administrative tasks.