Facilities Coordinator

City, Edinburgh
Bechtel Oil, Gas & Chemicals Incorporated

Since 1898, we have helped customers complete more than 25,000 projects in 160 countries on all seven continents that have created jobs, grown economies, improved the resiliency of the world’s infrastructure, increased access to energy, resources, and vital services, and made the world a safer, cleaner place.

Differentiated by the quality of our people and our relentless drive to deliver the most successful outcomes, we align our capabilities to our customers’ objectives to create a lasting positive impact. We serve the Infrastructure; Nuclear, Security & Environmental; Energy; Mining & Metals, and the Manufacturing and Technology markets. Our services span from initial planning and investment, through start-up and operations.

Reporting to the Infrastructure Facilities Manager, the Facilities Coordinator is responsible for the day-to-day delivery of a variety of office services which may include office moves, procurement, facilities operations, security and access control, printing services, communications, office supplies, furniture, equipment and miscellaneous services. The role, in conjunction with the Facilities Manager, recommends and implements new and/or improved systems and procedures where necessary. The position will be responsible for providing input and assisting with the compliance of ES&H and Sustainability processes. This role does not have supervisory responsibilities.

Major Responsibilities:

• Act as liaison with the landlord for on-site issues (cleaning, temperature, power outages, badges, security interface, emergencies signage, etc.)
• Manage office contracts, services, and supplies: janitorial, shredding, water, maintenance, equipment (copier, coffee machine, etc.)
• Overview and preparation of procurement processes (including preparation of material requisitions etc.) and invoicing tasks – verification, tracking, processing and p/card reconciliation
• Assist with establishing and monitoring office budget and expenditures
• Updates noticeboard communications and SharePoint page
• Responsible for emergency management policies, planning and assessments; liaising with local security, police and Regional Security Manager, overseeing training requirements (fire marshal and first aiders)
• Coordination of all first aid related items including (but not limited to) the maintenance of first aid kits and AED supplies and checks
• Review recommendations from Sustainability, prepare estimates for approval, manage completion of approved recommended actions
• Environmental, Safety and Health-ensures office compliance and completion of assessments
• Oversees asset allocation and management
• Provides guidance and/or instruction to administrative and facilities support staff
• Performs other assignments as requested

Education and Experience Requirements:

• G24: Bachelor’s degree or international equivalent and a number of years relevant experience.
• Fire Safety Advisor
• First Aid Officer

Required Knowledge and Skills:

• Knowledge of standards and practices related to office, facilities, and administrative services
• Knowledge of applicable industry, legislative and regulatory standards
• Knowledge of technology, including hardware and software applications for administrative services functions
• Understanding of computer systems used by disciplines/groups that have interface requirements with administration
• Previous experience with procurement processes and accounts payable
• Strong interpersonal and organizational skills with the ability to communicate effectively, verbally and in writing, with all levels of management
• Ability to work autonomously and effectively within a team environment