Facilities Coordinator and Receptionist

Job Description

POSITION OVERVIEW:

The Facilities Coordinator and Receptionist is responsible for reception services, day-to-day office operations and employee business travel arrangements. The position combines these three areas of responsibility within one role, contributing to the smooth and efficient running of the office.

DUTIES AND RESPONSIBILITIES:

• Welcome visitors and manage incoming telephone calls and enquiries.
• Receive, distribute and coordinate incoming and outgoing mail, parcels and courier shipments.
• Maintain a clean, tidy and professional reception area and office environment at all times.
• Monitor and replenish office supplies and consumables, place orders, and ensure deliveries are received and handled promptly.
• Arrange employee business travel, including flights, hotels and car rentals, in accordance with company policies and approval procedures.
• Coordinate itineraries and manage booking changes, cancellations and travel-related enquiries.
• Support the day-to-day operation and maintenance of office premises, equipment and facilities.
• Liaise with external service providers and contractors and follow up on maintenance, repairs and other building interventions.
• Perform routine facility maintenance tasks and support physical office setup, movement of equipment, furniture, and supplies as required.
• Assist with meetings and event logistics, office equipment and furniture management.
• Respond to employee requests relating to facilities and general office services.
• Maintain relevant records.
• Responsible for the overall maintenance and usage of the company vehicle (service, fuelling, cleaning).
• Run errands.

Qualifications

JOB REQUIREMENTS:

• Previous experience in reception, office administration, general services or a similar operational role.  Experience in business travel coordination is an advantage.
• Professional attitude and appearance.
• Excellent organisational, prioritisation and problem-solving skills.
• Strong customer service mindset with the ability to interact professionally with employees, visitors, suppliers and contractors.
• Practical knowledge of basic maintenance tasks.
• Ability to work independently, manage competing priorities and follow up on tasks effectively under pressure.
• Strong communication and interpersonal skills, with discretion and reliability.
• Fluent in French and English; additional languages are an advantage.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel and Teams.
• Ability to learn quickly and adapt to changes.
• Valid driving license.

PHYSICAL ENVIRONMENT:

• The position combines desk-based reception, administrative and travel coordination duties with practical office and facilities support. Flexibility is required to manage priorities across these responsibilities according to operational needs.

Additional Information

What We Offer:

• Competitive compensation and benefits package
• Opportunity to work in a dynamic, international environment within the food supply chain
• A collaborative team culture committed to quality, sustainability, and growth
• Exposure to global markets and international trade processes

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