Job Title
Facility CoordinatorJob Description Summary
We are seeking a highly organised and proactive Facilities Coordinator to support the day‑to‑day administration and delivery of facilities services at our Budapest site. This role acts as the central point of contact for all facilities-related matters, ensuring smooth operations, excellent service levels, and strong relationships with internal stakeholders and external vendors.Job Description
Key Responsibilities
Support the Facility Manager with daily operations and management of facility services for the Budapest site.
Manage and update the internal Facilities Request System to ensure all tickets and work orders are resolved promptly.
Conduct proactive inspections of facility systems, rooms, and common areas, reporting issues to the Facility Manager.
Oversee reception team checklists and monitor cleaning, technical maintenance, copy equipment, and plant care services.
Assist with office moves, seating plans, and space management.
Support the management of all facilities-related suppliers (Cleaning, M&R, Security, Maintenance, Health & Safety).
Assist with financial processes including OPEX and CAPEX budget preparation and control.
Coordinate on-site projects such as building works and office relocations.
Document internal policies and procedures and communicate them clearly to employees.
Provide support to the Handyman and Reception teams when required.
Manage building access cards and conference room checks.
Handle vendor communication and oversee vendor work quality.
Coordinate payment documents: invoice receipt, registration, processing, and timely payment control.
Forward subcontractor invoices for processing.
Manage contracts including renewals, equipment lists, document processing, vendor copies, archiving, scanning, and SharePoint updates.
Maintain databases including access cards, invoices, POs, and weekend work schedules.
Raise purchase orders and prepare cost estimates.
Perform other ad‑hoc duties as required.
Strong interpersonal skills with a customer‑service mindset
Team‑oriented with a collaborative approach
Highly organised, self‑motivated, and detail‑oriented
Strong multitasking ability and comfort handling unexpected situations
Precise, reliable, and proactive
Experience in a similar role within an international company is strongly preferred
Excellent written and spoken English is essential
Proven experience working with vendors and customers
Proficiency in Microsoft tools (Word, Excel, Pivot, PowerPoint, SharePoint, Outlook, OneDrive, Planner)
Knowledge of budget and financial management is an advantage