Facilities Coordinator

Main purpose

As the Facilities Coordinator you will be responsible for overseeing the maintenance and functionality of our facilities ensuring our buildings, equipment, and grounds are well-maintained, safe, and compliant with all regulations. You will be a key point of contacted for facilities-related matters and play an important role in maintaining a productive and safe working environment for our people.

Key responsibilities

Office Maintenance and Refurbishments

• Manage the day-to-day operations of the facilities department, including scheduling, task prioritization and effective resource allocation
• Coordinate with external vendors and contractors for specialized repairs, installations, and maintenance service, handling ad hoc issues as they arise
• Maintain accurate records of maintenance activities, equipment inventory, and service contracts
• Act as the first point of contact for Video Conference technical issues, ensuring minimal disruption to the working day

Security

• Liaise with Building Management to ensure security procedures are consistently followed and upheld
• Oversee office security systems, including CCTV and access card management, working closely with security service providers
• Ensure all security systems and processes remain aligned with global security policy
• Maintain building security systems, fire safety measures, and emergency response protocols to the highest standards

Moves and Changes

• Plan and manage office moves and reconfigurations, coordinating with IT and external partners to ensure seamless transitions
• Provide a proactive and welcoming service to visitors and staff, including hot desk setup and IT facilities support

Health and Safety

• Conduct regular inspections of facilities, equipment, and grounds to identify maintenance needs and potential safety hazards.
• Support the implementation of Health & Safety policies in line with current legislation
• Ensure all fire attendants & first aiders are trained and informed on any new legislation

Business Continuity Planning

• Evaluate all teams within the office to ascertain their requirements in an emergency
• Manage the plan and carry out testing as required
• Be responsible for maintenance of the plan

General Administrative Services

• Coordinate and maintain up-to-date facilities information on the local intranet
• Provide support across a range of administrative duties as they arise

Required qualifications

• Minimum 2 years of proven experience in facilities management or related field
• Educated to degree level
• Proficient in Microsoft Office, including Word and Excel, with the ability to leverage these tools effectively in day-to-day operations

Attributes for success

• Highly organized with a strong ability to prioritise and manage multiple tasks simultaneously in a fast-paced environment
• Clear and confident communicator, able to build effective working relationships and interact professionally with colleagues at all levels of the organisation
• Analytical and detail-oriented, with the capacity to assess situations quickly, identify issues, and recommend practical solutions
• Proactive and conscientious by nature — takes ownership of responsibilities, anticipates problems before they arise, and follows through on commitments
• Calm and composed under pressure, approaching challenges with a solutions-focused mindset
• A strong sense of accountability and professionalism, with the integrity to manage sensitive building, security, and safety matters responsibly

Key Relationships

• All employees
• IT Department
• HR Department
• Global Cost Management

Department overview

The Office Management department is responsible for creating and maintaining a safe, functional, and productive working environment in Trafigura Geneva Office. The team oversees all aspects of facilities operations — from day-to-day maintenance and building security to health and safety compliance and business continuity planning.

Operating as an essential support function, Office Management ensures that the physical infrastructure of the business runs smoothly and efficiently, enabling colleagues across all departments to focus on their work without disruption.

Reporting Structure

Reporting directly to the Regional Facilities Manager Europe

Equal opportunity employer

We are an Equal Opportunity Employer and take pride in a diverse workforce! We do not discriminate in recruitment, hiring, training, promotion or other employment practices for reasons of race, colour, religion, gender, sexual orientation, national origin, age, marital or veteran status, medical condition or handicap, disability, or any other legally protected status.