Office Facilities Coordinator - 21011316

Duff & Phelps - Richardson, TX

Full-time - Entry Level

Onsite - Richardson, TX

Securities, Commodity Contracts, and Other Financial Investments and Related Activities

About the position

The Office Facilities Coordinator at Kroll is a key role responsible for overseeing the facilities function within the Richardson office. This position involves managing day-to-day facilities operations, supervising the reception area, and liaising with vendors to ensure the office environment is well-maintained and efficient. The coordinator will also play a crucial role in contract negotiations and maintaining health and safety standards within the office.

Responsibilities

• Negotiate service contracts such as cleaning contracts and renewals with suppliers.
• Supervise the Reception Desk and perform office administrative tasks as needed.
• Monitor stock levels and order office and kitchen supplies.
• Ensure adequate PPE is on site and manage emergency evacuation procedures.
• Manage vendor relationships with service and consumables providers.
• Coordinate desk and furniture moves with assistance from the Americas Operations Manager and IT.
• Set up security access and ensure new starters are aware of office space utilization.
• Coordinate office events such as summer and Christmas parties.
• Attend Building Tenants Meetings to represent Kroll.
• Act as the key point of contact for building management matters.
• Arrange annual carpet-cleaning and internal window cleaning.
• Report facilities-related matters to building maintenance and ensure timely resolution.
• Maintain all office equipment and ensure regular servicing.
• Conduct new starter administration and health and safety inductions.
• Activate and terminate access cards for starters and leavers.
• Ensure the office is kept tidy and presentable.
• Ensure annual risk assessments are carried out and recommendations implemented.
• Assist in maintaining the Health and Safety policy and documentation.

Requirements

• Experience in delivering high standards of administrative and/or facilities support.
• Experience in managing vendor relationships and negotiating supply contracts.
• Ability to prioritize and manage competing demands under pressure.
• Excellent organizational skills.
• Exposure to health and safety and facilities matters is an advantage.
• Strong communication and interpersonal skills.
• Computer literate with excellent knowledge of Word, Excel, and PowerPoint.
• Well presented with a professional approach.
• Ability to work to tight deadlines.
• Enthusiastic team player, outgoing and confident.

Nice-to-haves

• Experience in facilities management in a corporate environment.
• Knowledge of health and safety regulations.

Benefits

• Inclusive work environment
• Equal opportunity employer