Facilities Coordinator

Job Summary

Perform clerical duties, such as document processing, record keeping, and report compilation. Receive, classify, reconcile, consolidate, and/or summarize documents and information. Maintain record of documents processed and control to ensure completion. Compile regular and special reports, drawing data from a variety of sources within and outside the department. Contact customers, suppliers, or organization employees outside the immediate work area to exchange information.

At more senior levels, supervise and coordinate the work of other clerks.

Perform clerical duties, such as document processing, record keeping, and report compilation. Receive, classify, reconcile, consolidate, and/or summarize documents and information. Maintain record of documents processed and control to ensure completion. Compile regular and special reports, drawing data from a variety of sources within and outside the department. Contact customers, suppliers, or organization employees outside the immediate work area to exchange information.

At more senior levels, supervise and coordinate the work of other clerks.

It’s an exciting time to be part of the IFF team. As a key facility contact, you will coordinate Facility Services at the Center of Excellence in Carrollton, TX. This customer facing position supports the delivery of workplace services and employee experience by coordinating facilities operations, vendor services, and event logistics in alignment with IFF’s global standards. You will be the workplace experience ambassador and serve as a main point-of-contact for Senior Leadership and employees looking to submit on-demand work or service-related requests.

You will be a continual presence in the main employee areas of the building and will be a well-known resource and the go-to for multiple needs, so it is your task to ensure you implement sustainable processes and innovative ways of working.

To be successful in this role you will need to demonstrate strong creative instincts and be proactive, organized, innovative, forward thinking, detail oriented and output driven. To achieve success, you must have the ability to multi-task in a fast-paced environment with short time frames and be comfortable working with senior level leaders, both on site and remote.

• Creating and maintaining a schedule of events, corporate visitors and vendors
• Purchasing for Facilities via SAP, Zycus, and/or Simfoni
• Assisting with onboarding IFF employees
• Supporting Facilities-related operations, including safety and environmental requirements
• Coordination and Monitoring supply and repair vendors to ensure safety protocol is followed and work is properly completed.
• Owning Common Areas to ensure cleanliness and liaising with building cleaning staff as needed
• Monitoring supply closets and ensuring materials are ordered and supplies are fully stocked
• Organizing events, including internal meetings, workshops, customer meetings and logistics needs, which could include:
• Coordinating catering services for the day; assisting with ordering, deliveries, room and food set-ups and breakdowns
• Assist with coordinating meetings involving multiple leaders in different time zones.
• Coordinating transportation arrangements related to events, such as shuttle services, guest pickups, and local travel logistics
• Managing budgets and expenses related to employee community events throughout the year, including activities such as Lunar New Year, Halloween, Diwali, and other cultural celebrations
• Collaborating with key personnel to ensure a seamless meeting experience
• Coordinating/booking conference rooms and meeting room set-ups
• Ensuring that the event details and timelines are followed
• Communicating with the host of the event to ensure satisfaction
• Managing post event survey distribution and feedback

• Must be willing to take on projects with little direction
• Excellent written and verbal communication skills
• Strong interpersonal, organizational, communication, negotiation and leadership skills
• Strong corporate event protocol/process knowledge is…