Associate Facilities Coordinator

OPENTEXT
OpenText is a global leader in information management, where innovation, creativity, and collaboration are the key components of our corporate culture. As a member of our team, you will have the opportunity to partner with the most highly regarded companies in the world, tackle complex issues, and contribute to projects that shape the future of digital transformation.

Purpose

The Associate Facilities Coordinator role is to assist the Regional Facilities Manager in the smooth operation of day to day facility services delivered to the employees at Open Text. As part of the Facilities team covering APJ, the position will be based at the Company’s Office at Tokyo with a capacity for 250 people and associated meeting room and breakout space. The company culture is corporate but modern and exciting. The role requires excellent people skills, dealing with requests from the teams based at site, Senior Managers and visiting employees. The Associate Coordinator will support the Facilities site manager, he/she needs to have eyes to details, supervising suppliers and the services they offer. The core responsibilities are day to day administration of Facility Services and to carry out some switchboard duties between 9am – 5.30pm with one hour lunch break.

Priorities and Objectives

• Report to the Regional Facilities Manager and assist in planning and completion of general day to day Facilities services
• Assist Facilities site manager in communicating Facility Service changes to the employees acting as first point of reference operationally
• Regular reporting of issues that require escalation and communication of site requests for change of space etc.
• Meeting and greeting all visitors to site, distributing relevant access badges, and meeting any building security requirements
• Manage Meeting Room. Deal with bookings for customer and internal meetings, arranging all catering requirements on request
• Tracking and verifying of all Facility Service invoices for monthly budget reporting.
• Maintain updated First Aid, Fire Plan and H&S information boards at relevant sites. Arrange employee training to maintain recommended numbers of volunteers at each site.
• Oversee and assist with small move or refurbishment projects lead by the Regional Facilities Manager as they occur.
• Assist in ordering and raising Purchase Orders for operational costs and Capex items as required following OpenText Procurement approval procedures.

Skills and Qualifications

• Ability to prioritize and multitask, dealing with reactive tasks, planned maintenance and administration workload daily.
• Excellent Customer Service experience.
• Ability to work on own initiative, take responsibility and represent the Facility Team operationally.
• Supervisory experience of service provision and an understanding of Facility contracts.
• Ability to work under remote Management
• General problem solving and a ‘can do’ approach.

• Must be able to apply flexibility when required.
• Passionate and willing to learn in a constantly evolving environment
• Good telephone and personal skills with ability to communicate at all levels.
• Knowledge of Professional Business Applications such as Microsoft Word, Powerpoint and Excel
• Ability to work on own initiative take responsibility and represent OpenText Facilities Team following company standards
• Understanding of Finance and Procurement procedures for purchasing goods and services

OpenText's efforts to build an inclusive work environment go beyond simply complying with applicable laws. Our Employment Equity and Diversity Policy provides direction on maintaining a working environment that is inclusive of everyone, regardless of culture, national origin, race, color, gender, gender identification, sexual orientation, family status, age, veteran status, disability, religion, or other basis protected by applicable laws.

If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please contact us at [email protected]. Our proactive approach fosters collaboration, innovation, and personal growth, enriching OpenText's vibrant workplace.