ACENSI is looking for a Facility Coordinator for one of their clients based in Brussels :
Facility Coordinator
You are the main point of contact within our organization for following up on all tasks related to Facilities.
Together with your colleagues, you are partly responsible for the operational execution and follow-up of the procurement processes for goods and services.
You report to the Purchase Team Lead.
Tasks and Responsibilities
Facilities :
* You are responsible for the follow-up of the periodic maintenance of all facility-related equipment; you serve as the contact person for the building manager and the cleaning company.
* You maintain a centralized overview of reported issues and provide feedback on the actions taken.
* You manage contacts with suppliers (vending machines, water dispensers, coffee machines, fruit deliveries) and organize their distribution (personally or via the supplier).
* You manage the budget and stock for office supplies and handle the necessary orders.
* You are responsible for all catering orders through the selected suppliers.
* You manage visitor access (badges, parking spaces, etc.) and handle mail distribution.
* You manage meeting rooms, ensuring they are properly equipped and available.
* You follow up on incorrect invoices (missing PO numbers or incorrect amounts) for all purchases related to Facilities.
Sourcing :
* You are responsible for the follow-up of purchases within the company related to Facilities:
* Managing the functional mailbox in collaboration with colleagues.
* Working closely with the Sourcing and Accounting teams to ensure all purchase requests are processed correctly and on time in the relevant systems (SAP starting from 2024).
* You are familiar with, or willing to learn about, public procurement legislation applicable to special sectors (IT).
* You ensure the full follow-up of all placed orders from A to Z, keeping all stakeholders informed of progress.
* You handle incorrect invoices in collaboration with Accounting (e.g. requesting credit notes).
* You prepare reports upon request from the Purchase Team Lead.
Depending on your workload, you may also be assigned the following tasks:
* Participating in projects related to procurement or facility management.
Profile
* Bachelor's degree in an administrative field or equivalent experience.
* At least 3 years of experience in a similar role as a Facility Coordinator.
* Good command of Dutch, French, and English, spoken and written.
* Hands-on attitude and willingness to take initiative.
* Strong planning and organizational skills, with the ability to set priorities.
* Integrity and the ability to work both independently and as part of a team.
* Strong communication and analytical skills.
* Detail-oriented, organized, structured, and proactive.
* Comfortable working under pressure and meeting deadlines.
* Good knowledge of MS Office (especially Word and Excel; Access is a plus).
* Knowledge of SAP (SBP Module) is an advantage.
* Experience in an IT environment is a plus.