Facilities Coordinator

1 week ago

Copenhagen, Copenhagen, Denmark YouGov Full time

Ready for a new challenge in 2025? We're looking for a Facilities Coordinator to support business operations in our new office in Copenhagen, Denmark. This role is perfect for someone with previous office and facilities management experience in a dynamically growing international company. You'll be integral in ensuring smooth office operations, health and safety compliance, and supporting the overall office environment to meet company needs.

Fluency in both Danish and English at C2 level is required. To be eligible, you must be based in Denmark, as we are unable to assist with visa or residence permit applications.

As a Facilities Coordinator, you'll work from our Copenhagen office, with some travel to the other offices in the region as required.

This is a breakdown of what you will do:

Office Management:

  • Oversee daily office operations, ensuring smooth business continuity by managing office supplies, liaising with building management, and addressing maintenance needs.
  • Support space utilization improvements and social activities in the office.
  • Track desk booking compliance and coordinate with the global facilities team for continuous improvements.
  • Ensure adherence to health and safety, office security, and ergonomics policies, working closely with the HR and IT teams.
  • Champion office sustainability initiatives, working to minimize the environmental footprint of the office.

Health & Safety and Risk Management:

  • Conduct health and safety inspections, ensuring compliance with regulations and addressing any potential hazards promptly.
  • Maintain and periodically review risk assessments for all office activities and equipment to ensure safety standards are met.
  • Coordinate and support safety training programs, including fire drills and first aid training.

Financial and Budgetary Responsibilities:

  • Manage office management expenses within the approved budget.
  • Process invoices and raise purchase orders as necessary.
  • Ensure that office-related financial activities align with company policies.

Supplier Management:

  • Maintain relationships with office vendors, ensuring compliance with contracts and negotiating terms to ensure the best value for the company.
  • Ensure all vendor records are kept up-to-date using the company's dedicated systems.

Team Assistance:

  • Provide administrative support to senior leaders, managing calendars, meetings, and coordinating travel arrangements.
  • Prepare and organize reports, presentations, and documentation for meetings, ensuring professionalism and timeliness.
  • Serve as the main point of contact for internal and external communication, representing leadership when required.
  • Support the wider facilities team as and when required.
These are the essentials you will need to get an interview:
  • Proven experience in office management, facilities coordination, or a similar administrative role.
  • Strong understanding of health & safety regulations and risk assessment processes.
  • Proficiency in Microsoft Office Suite.
  • Fluency in both Danish and English at C2 level is required.
Behavioural competencies:
  • Strong communication and interpersonal skills to effectively collaborate with internal teams, suppliers, and stakeholders across various departments.
  • Strong problem-solving abilities with great attention to detail.
  • Excellent organizational and multitasking skills with a proven ability to manage multiple tasks effectively.
  • Ability to work independently and as part of a team.
  • Strong proactive attitude, willing to propose ideas and adapt to changes.
  • Comfortable navigating evolving priorities and business needs.
It would be great if you had these too, but we will support you if you do not:
  • Familiarity with desk booking software or office management systems.
  • Understanding of sustainability and environmental initiatives in office settings.
What can you expect when you become a YouGov?
  • Extra Time to Recharge: Enjoy 30 days of annual leave, plus an extra day as a token of our appreciation for your contributions to YouGov's success.
  • Work From Anywhere: Embrace flexibility with our policy that lets you work from a location of your choice for up to 30 days each year.
  • Secure Your Future: Benefit from a competitive pension plan with a combined 3.5% contribution (1.5% from you, 2% from us).
  • Stay Connected on Us: Get up to DKK 1,400 per month reimbursed for your mobile phone bill.
  • Wellness Perks: Relax and unwind with a discounted monthly massage at Body Spa.
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