Facilities Coordinator

ABOUT THIS JOB  

This position serves as the first point of contact for employees, visitors, vendors, and building management while acting as the on-site Facilities Coordinator. The role is based at the reception area and combines front desk responsibilities with ownership of day-to-day office operations and workplace experience, ensuring the office is safe, functional, well-maintained, and provides a positive environment for employees. 

The successful candidate will have hands-on experience in facilities management, vendor coordination, and office operations. They will work closely with landlords, building management, brokers, maintenance providers, and internal stakeholders to oversee office services, space management, technical facility issues, and workplace projects. A good understanding of building operations, including HVAC, electrical, plumbing, access control, and maintenance processes, is essential. 

Please note that this role includes daily reception coverage and the successful candidate will be based at the reception area, serving as the primary on-site contact for employees, visitors, and vendors. 

RESPONSIBILITIES 

• Act as the primary point of contact for employees, visitors, vendors, landlords, brokers, and building management teams.  
• Create and maintain a professional, welcoming, and efficient office environment.  
• Manage front desk operations, visitor experience, security badges, and office access requests.  
• Coordinate meeting room bookings, on-site meetings, events, and catering services.  
• Receive and resolve day-to-day office and facilities requests from employees.  
• Manage relationships with landlords, property managers, brokers, and building service providers.  
• Coordinate and oversee vendors, including cleaning, maintenance, security, office supplies, and other workplace services.  
• Monitor vendor performance and ensure services are delivered according to agreed standards.  
• Obtain quotations, support contract management activities, prepare purchase orders, and assist with invoice processing.  
• Conduct regular office inspections and identify maintenance, safety, or workplace issues.  
• Coordinate repairs and maintenance activities with vendors, building management, and landlords.  
• Monitor office infrastructure and building systems, including HVAC, electrical, plumbing, lighting, and access control systems.  
• Support office space management, occupancy tracking.  
• Support office renovation, relocation, and workplace improvement projects.  
• Communicate office updates, planned maintenance, and workplace information to employees.  
• Partner with Corporate Security and Health & Safety teams to ensure compliance with company standards and local regulations.  
• Support ESG and sustainability initiatives where applicable.  
• Identify opportunities to improve service quality, employee experience, and operational efficiency.
QUALIFICATIONS 

• Minimum 3+ years of experience in office management, workplace services, facilities management, or a similar role.  
• Experience serving as a front desk or office representative while managing broader office operations and facilities responsibilities.  
• Experience managing vendors, service providers, maintenance contracts, and facility-related services.  
• Practical, basic understanding of building systems and technical facility topics, including HVAC, electrical, plumbing, access control, and general maintenance.  
• Previous experience working directly with landlords, building owners, property managers, or commercial real estate brokers.  
• Experience supporting office moves, occupancy management, seating plans, and workplace projects is an advantage.  
• Strong organizational and problem-solving skills with the ability to independently manage day-to-day office issues.  
• Excellent communication skills and ability to build relationships with employees, vendors, landlords, and external partners.  
• Hungarian native and fluent English (spoken and written).  
• Proficient in Microsoft Office applications (Excel, Outlook, Teams).  
• Positive, proactive attitude with the ability to work independently on-site and take ownership of office operations. 
WHAT WE OFFER

• Work in an international, inspiring company
• Access to e-learning platforms, mentorship programme and educational support to keep developing your skills
• Cafeteria package
• Private health insurance
• Participation in discounted e-carsharing program (GreenGo)
• An extra day off
• Mentoring - Mentee Program
• Volunteer time off
• Free Employee Assistance Program (EAP)

Function: General Business
Experience Level: Mid-Senior Level