Facilities Coordinator

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.

Its 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 IFFs 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.

About You:

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 timeframes and be comfortable working with senior level leaders both on site and remote.

You will spend your time

• 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

Required Skills:

• 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 necessary
• Must be proficient in Microsoft software applications; knowledge of purchasing systems and CMMS systems is a plus
• General building and service knowledge a plus (e.g. HVAC systems janitorial services security protocols)

Required Experience:

2 years proven experience in facilities administration or event planning and coordination including managing logistics

We are a global leader in taste scent and nutrition offering our customers a broader range of natural solutions and accelerating our growth strategy. At IFF we believe that your uniqueness unleashes our potential. We value the diverse mosaic of the ethnicity national origin race age sex or veteran status. We strive for an inclusive workplace that allows each of our colleagues to bring their authentic self to work regardless of their religion gender identity & expression sexual orientation or disability.

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