Facility Management Coordinator

Murex is a global fintech leader in trading, risk management and processing solutions for capital markets.

Operating from our 19 offices, 3 400 Murexians from over 65 different nationalities ensure the development, implementation and support of our platform which is used by banks, asset managers, corporations and utilities, across the world. 

Join Murex and work on the challenges of an industry at the forefront of innovation and thrive in a people-centric environment. You’ll be part of one global team where you can learn fast and stay true to yourself.

Job Summary

The Facility Management Coordinator supports the Facility Management Manager in overseeing workplace operations, facility services, and office administration. The role is responsible for coordinating vendors, managing office services, supervising the Receptionist, and ensuring a safe, efficient, and welcoming workplace environment. The position acts as a key point of contact for employees, visitors, service providers, and building management while contributing to operational excellence and employee satisfaction.

Key Responsibilities

Facility Management

• Assist in the daily management of office facilities and workplace operations.
• Coordinate preventive and corrective maintenance activities with service providers.
• Monitor facility-related issues and ensure timely resolution.
• Conduct regular inspections of office spaces, meeting rooms, kitchens, restrooms, and common areas.
• Track maintenance requests and follow up with vendors and building management.
• Support office moves, seating arrangements, and workspace planning projects.
• Assist in managing parking allocations and access control systems.

Office Administration

• Support the Facility Manager in the smooth running of administrative functions.
• Manage office supplies inventory and place orders as required.
• Coordinate deliveries, couriers, mail distribution, and storage management.
• Assist in organizing meetings, corporate events, employee gatherings, and office visits.
• Maintain facility and office records, contracts, and documentation.

Vendor and Contractor Coordination

• Liaise with cleaning, security, maintenance, catering, and other service providers.
• Follow up on service requests and ensure compliance with agreed service levels.
• Obtain quotations and support procurement processes.
• Monitor vendor performance and report issues to the Facility Manager.

Employee Support

• Respond to employee inquiries related to workplace services and facilities.
• Assist with onboarding activities, including workstation preparation and office orientation.
• Support employee well-being initiatives and workplace improvement projects.
• Help address office environment concerns and coordinate appropriate actions.

Budget and Reporting Support

• Assist in tracking facility-related expenses and invoices.
• Maintain records of contracts, service agreements, and maintenance schedules.
• Prepare reports, presentations, and operational summaries as needed.
• Support budget preparation and monitoring activities.

Reception and Front Office Supervision

• Directly supervise and support the Receptionist in the execution of daily front-office activities.
• Ensure professional reception services are provided to employees, visitors, clients, and suppliers.
• Organize and prioritize the receptionist's workload and responsibilities.
• Monitor attendance, performance, and service quality of the Receptionist.
• Provide coaching, training, and guidance to ensure high service standards.
• Ensure reception coverage during absences and peak periods.
• Ensure meeting rooms, visitor processes, and front-desk operations are managed efficiently.
• Oversee mail, courier, deliveries, and visitor management processes handled by the Receptionist.
• Conduct periodic performance reviews and provide constructive feedback

Qualifications

• Bachelor's degree in Business Administration, Facilities Management, Hospitality Management, or a related field.
• 5 to 6 years of experience in office administration, facilities management, or workplace services.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook).
• Excellent organizational and multitasking skills.
• Strong communication and interpersonal abilities.
• Ability to work independently and manage multiple priorities.

Key Competencies

• Organization and attention to detail
• Customer service orientation
• Problem-solving skills
• Time management
• Vendor management
• Teamwork and collaboration
• Proactive attitude
• Confidentiality and professionalism
• Team supervision and coaching
• Leadership and delegation
• Service excellence
• Communication and stakeholder management