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Brussels, Brussels-Capital Region, Belgium
JOB #R1802950

Facilities Specialist

Working at ICF

Working at ICF means applying a passion for meaningful work with intellectual rigor to help solve the leading issues of our day. Smart, compassionate, innovative, committed, ICF employees tackle unprecedented challenges to benefit people, businesses, and governments around the globe. We believe in collaboration, mutual respect, open communication, and opportunity for growth. If you’re seeking to make a difference in the world, visit www.icf.com/careers to find your next career. ICF—together for tomorrow.

The Facilities Coordinator role is an integral role within the Facilities E&A team that supports the delivery of reception and facilities operations for ICF. The role plays a vital part within the delivery of office services, reception, health & safety and projects and minor works, working with internal requests and also third-party contractors on the delivery of but not limited to services contracts such as waste, catering, cleaning, maintenance, logistics, plants, mobile telephony, taxi services.

Key Responsibilities:

  • Answer the phones and greet clients/visitors and ensure that the office/reception area maintain the desired level of client service.
  • To ensure that records of the arrival of visitors and the issue of passes are completed in a timely and professional manner.
  • To ensure that notification of any person(s) being visited are informed of arrival of visitor in a timely manner and kept informed as and when required.
  • Managing incoming and outgoing mail, couriers and parcels. Inform, distribute and scan and post to relevant colleagues. Follow up of registered mail and maintain invoice records for couriers and post and adding job numbers to each invoice.
  • To monitor and provide statistical information of the types and categories of people visiting the office and usage of the adjacent conference rooms, providing such information to management on request.
  • Assist with the preparation of meeting rooms in accordance with hosts requirements, which includes the setting up of all furniture & organising catering requirements.
  • Create Guest/Wi-Fi passwords for visitors on IT-intranet details and ensure Wifi Access.
  • Quality assurance when Office manager is off site – to undertake daily, weekly and monthly walk rounds, to monitor and maintain the condition of building, housekeeping, health and safety performance of staff and the businesses, clear emergency exits, print rooms, toilets, all kitchen areas and meeting rooms.
  • Updating and recording any facilities issues on the facilities log sheet on the shared drive on a regular basis.
  • A thorough knowledge of the computerized system is required to ensure correct procedures are always followed.
  • Managing the parking spaces and vendor cards (informing suppliers from employee’s car plates, updating the excel spreadsheet, etc.)
  • Facilities/office service desk – to undertake tasks and actions assigned to you in response to requests and reactive works submitted by the staff. Analyze task, requests, issues and inform external suppliers accordingly.
  • Issue staff access cards using the building security access card system as required in line with company guidelines and problem solve with regards to access levels and faults as directed by Office Manager.
  • Cleaning – to monitor and support the day-to-day cleaning, supporting the delivery of requests and reports of reactive incidents, waste/recycling management, reporting issues, ensuring quality assurance to the Office Manager.
  • Ordering and stock control – ensuring sufficient stationery supplies, catering and cleaning products are maintained at all times. Also record space occupancy on each floor.
  • Manages filing systems, and assign office lockers in coordination with Office manager.
  • Assist the Health and Safety Manager together with the Office Manager to oversee first aiders and fire marshals ensure their training is current and lists are up to date.
  • Stock first aid kits, post required signage, conduct required reporting and recording of incidents to the Office Manager.
  • Responsible for updating the telephone book.
  • Arranging taxis and keeping a log of orders for taxis.
  • Locker management to follow while Newcomers/leavers staff movement, log and maintain the list up-to-date.
  • Keys management: get the control of keys box and follow up while specific access requests.
  • Updating and recording any facilities issues on the facilities log sheet on the shared Facilities Management folder on a regular basis. Report any issues ((lights, lifts, doors, lavatories and shower, etc) in shared common areas of the building to the Buildings Management.

Other Office Duties:

  • Providing assistance with audio visual equipment and Skype in the meeting rooms
  • Assisting HR with the Assessment days (organising interviews and assist with the meetings)
  • For new employees – Assist HR and Buddy with providing basic stationery, use of equipment, tour of the building and explain all health & safety policies and procedures.
  • Log of taxi voucher with Maconomy codes and proceed to the monthly invoice split billing per departments.
  • Log of any small expenses and credit card with Maconomy codes.
  • Assist with the management of the mobile telephony and internet at home for staff. Also and follow users request (newcomers, leavers).
  • Collect energy and waste recycling details to follow company footprint on a monthly basis.
  • Assist with office events onsite/off site (office & festival celebrations)
  • Maintain and update all facilities and building contacts list.

Marnix - Brussels (BE75)

Who is ICF?

A consulting services company of over 5,000 experts across 67 countries, but not your typical consultants

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