Facilities Coordinator

About This RoleThe Facilities Coordinator is responsible for locally overseeing the J&J campus operations, working closely with the Campus Manager to ensure optimal workplace conditions that enable employees across the organization to perform at their best. This role supports maintaining and developing a healthy, safe, and sustainable workplace that complies with all legislation and J&J requirements while striving toward the highest possible standards.Key ResponsibilitiesCampus Operations & Stakeholder ManagementServe as the primary onsite contact for local organization toward Campus, FM and other internal and external stakeholders including landlords, building FM, and suppliersCollect local insights about needs, challenges and opportunities and proactively propose solutionsPropose cost operational optimizations to help deliver annual savings targetsMaintain responsibility for the general look and feel of the office environmentReception & Administrative ServicesManage reception operations including answering and forwarding calls, handling emails, and managing incoming/outgoing post and packagesHandle purchasing and management of mobile phones, subscriptions, and switchboard operations with telephony companiesMaintain accurate inventory records and subscription databasesSupport meeting coordination and campus eventsEmployee Onboarding & OffboardingExecute comprehensive campus onboarding processes for new employees including ordering phones, activating SIM cards, arranging building access and ID cards, conducting building tours, and updating distribution listsManage offboarding procedures including equipment collection, SIM cancellation, switchboard removal, building reception notifications, and ID card destructionFinancial & Procurement SupportSupport Campus Manager with Purchase Order setup and daily management including invoice handling and supplier contactMaintain day-to-day communication with suppliers and P2P team regarding invoice issues and payment problemsHandle PO setup, daily management, and acknowledgment in Lynx/eMarketplace systemsSupport quarterly status reporting and accruals to P2P Team and FinanceFleet Management SupportProvide daily fleet management support including communication with leasing companies and driver assistanceSupport onboarding processes with rental car arrangementsParticipate in fleet optimization solutions and manage vehicle transfers between employeesSupport Car Policy and SafeFleet process complianceGenerate quarterly submissions for SafeFleet and Operational Lease reporting including KM overviews, accident logging, and contract change documentationAdditional ResponsibilitiesMaintain Campus TS administration ensuring all documents and links remain currentSupport basic EHS requirements including fire drills and safety walksHandle ad hoc tasks such as ordering office supplies, food, coffee, and flowersCoordinate IT tasks and issues in collaboration with Campus ManagerEssential RequirementsExperience & SkillsProven administrative experience in a similar roleExcellent interpersonal and communication abilitiesFluency in English and local language (Danish) both verbally and in writingStrong customer service mindset with attention to detail and commitment to high-quality serviceAdvanced computer and systems knowledge including solid MS Office proficiencyGood financial understanding and analytical skillsPersonal AttributesAbility to work independently while delivering high-quality results within tight deadlinesQuick, proactive, flexible problem-solver with efficient time management skillsStrong multitasking abilities across varied responsibilities at different levelsStructured, process-driven approach to workProfessional demeanor with ability to remain calm under pressureEager to learn with boldness and courage to exceed customer expectationsValid driving license requiredJoin our team and play a vital role in creating an exceptional workplace environment that supports our organization's success and employee satisfaction.