The Facilities Coordinator will work closely with the remotely located Facilities Manager to support all facilities activities. The incumbent will be the first point of contact for internal and external customers seeking support and information from the Facilities Workplace organization. They will provide administrative support to the Facilities Manager and the Facilities organization, run office functions including: Work Order coordination, Security badge and access assignments, database management, daily office operations, maintaining office records, and providing general support services for the divisional staff. Additionally, under the supervision of the Facilities Manager, will handle all outside contractors in support of the Facilities Department, including maintaining records and contracts and providing scheduling support.

Essential Job Functions

• Assist in all aspects of project implementation as needed.
• Support the Manager with external contacts as needed.
• Represent the team in inter-departmental meetings to support and facilitate communication and action between departments
• Coordinate all relevant activities, work direction, and support systems.
• Independently maintain and update administrative policies and processes.
• Proactively drives communication and liaises between executives, central teams, and share information and standard methodologies that drive efficiency
• Provide administrative support to the team.
• Assist in onboarding and orienting new Splunkers, including: workspace set-up and new hire welcome, assist in badge application connecting new hires with HRBP in order for new hires to satisfy early questions of their onboarding and employment at Splunk
• Conduct frequent ?pulse check? walkthroughs of office to help maintain consistency of (positive) work environment;
• Collaborate with on-site managers to coordinate/host internal and external-facing events within the office space
• Inventory, order, and restock groceries/beverages/and other snacks in office kitchen;
• Inventory, order, and re-stock office supplies; includes stationary, printing supplies, computer/desk/meeting room accessories;
• Ensure general cleanliness in communal spaces, in particularly kitchen, reception, and meeting rooms;
• Occasional paperwork filing and scheduling;
• Encourage and model responsible consumption, composting, recycling, and waste management in office;
• Carry out minor furniture repairs and assembly;
• Cover reception: answer phones, relay messages, courteously greet/sign-in candidates & visitors, supervise all visitors to space;
• Manage catering orders; set up (and clean up) for meetings & events

Experience

3 years + facilities management experience. Have experience supporting large teams (100+) before preferably for a multi national hi tech company.

Skills, Knowledge and Abilities

• Proficient in Microsoft Outlook, Word, Excel, and PowerPoint is required
• Building management and Facility and Maintenance operations.

Demonstrated ability in the following areas:

• Strong communication, presentation and interpersonal skills with the ability to lead time effectively and efficiently in team/inter-team discussions.
• Responsibility for follow-up on actions.
• Excellent written and verbal communication skills ? ability to compose effective and accurate correspondence cross-functionally with various parties
• Work independently without regular direct supervision.
• Prior customer service experience.