Facilities Coordinator
LoansIntel
Octus
Octus is a leading global provider of credit intelligence, data, and analytics. Since 2013, tens of thousands of professionals across hedge fund, investment banking, management consulting, and law firm verticals have come to rely on Octus to make better, faster, and more confident decisions in pace with the fast-moving credit markets.
For more information, visit: https://octus.com/
Working at Octus
Octus hires growth-minded innovators and trailblazers across the globe to drive our business and culture. Our core values – Action Oriented, Customer First Mindset, Effective Team Players, and Driven to Excel – define an organizational ethos that’s as high-performing as it is human. Among other perks, Octus employees enjoy competitive health benefits, matched 401k and pension plans, PTO, generous parental leave, gym subsidies, educational reimbursements for career development, recognition programs, pet-friendly offices (US only), and much more.
Role
The Facilities Coordinator will be responsible for overseeing the daily administrative and operational functions of the new office build-out, and will transition to management of the finished office. This role requires a highly organized, proactive, and detail-oriented professional who can ensure a smooth, efficient, and positive working environment for all employees. The ideal candidate will be the central point of contact for office management, supplies, vendors, facilities and security.
Responsibilities:
- Manage the day-to-day of the new office construction
- Work closely with all trades during the construction and post-construction phases
- Manage all aspects of space/infrastructure planning (ex: moves, additions, changes to workstations) and provide answers, resources, and solutions when requested
- Oversee visitors to the office and ensure a friendly, personal experience
- Ensure peak operations for the organization and implement preventive measures for potential issues
- Implement policies and procedures, measure outcomes against standards, and improve operational flow
- Coordinate internal and external resources, and cultivate relationships with vendors
- Respond to requests and questions about office operations
- Ensure office efficiency by maintaining common areas, organizing procedures, handling correspondence, and overseeing supplies and equipment
- Oversee day-to-day office activities as main point of contact in reception area
- Provide direct administrative support as needed, including scheduling appointments, meetings, and events; mailing and shipping packages; and updating office procedures
- Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, and coordinate food deliveries and weekly lunches
- Foster a culture of security awareness and compliance throughout the organization
- Oversee the execution of security operations, including physical security, access control, and surveillance systems
- Lead responses to security incidents, including conducting investigations and implementing corrective actions.
Requirements:
- Previous Offices/Facility Management experience managing a similar or larger office size
- Previous experience with an office build-out is preferred but not a requirement
- Experience with reading plans is preferred but not a requirement
- Strong time-management and people skills, high degree of flexibility, and excellent multitasking ability
- Proficiency with office applications, and aptitude for learning new software and systems
- Ability to maintain confidentiality of company information
- Must be legally authorized to work in the country where the position is located
Equal Employment Opportunity
Octus is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, pregnancy, veteran status, or any other legally protected status. We strive to create an inclusive and diverse work environment where all individuals are valued, respected, and treated fairly. We believe that diversity enriches our workplace and enhances our ability to innovate and succeed.