Senior Coordinator, Facilities and Administration

We are looking for a Senior Coordinator, Facilities & Administration to work on a variety of facilities initiatives, and lead the planning and implementation of employee engagement events. In this role, you’ll bring passion for helping others, project management and strong communication skills. Reporting to the Manager, Global Facilities EMEA, this role is an excellent fit for those who want to be part of a fun, vibrant, and global team. This is a hybrid role and is open to applicants located within commuting distance of our office in Luxembourg City, Luxembourg.

WHAT YOU’LL DO:

• Act as a Facilities support for Luxembourg and other office locations as required; connecting with the leaders and supporting with facilities duties 
• Provide travel, logistics and related administrative support to C-suite and senior leaders, as required
• Support with organizing and scheduling administrative activities, including office moves and logistics, in an efficient and effective manner
• Help support office operations by resolving Facilities related Zendesk tickets for EMEA offices in a timely manner, and support North America and APAC offices if required
• Liaise with Facilities vendors, suppliers and contractors to ensure Hootsuite is receiving expected and quality level service 
• Collaborate with the Global Facilities Team to seek continuous improvements, develop maintenance plans, and schedule repairs as needed to support our operations 
• Assist with Health & Safety programs, occupational health and safety support tasks, and environmental reporting initiatives
• Track budgets and invoices to help ensure projects/events are delivered within budget
• Collaborate with the Travel Manager to oversee all vendor relationships and programs globally (air, hotel, car rental, TMC) to uphold service level agreements (SLAs)
• Act as a main point of contact for supporting and resolving travel-related issues, educating employees on company travel policies, duty of care and help enhance travel experiences 
• Develop and implement plans for virtual and in-person global employee engagement initiatives and events, ensuring that remote and in-office employees are #OneTeam
• Help with the administration of events from onboarding event speakers, negotiating with vendors & suppliers, and ensuring smooth execution / addressing potential issues as they arise
• Develop event communication material in collaboration with the Internal Comms team 
• Work with Employee Resource Groups (ERGs) to help with any catering and/or in-office help for ERG events 
• Perform other related duties as assigned

WHAT YOU’LL NEED: 

• Fully bilingual (both written and spoken) in French and English
• Considerable relevant experience in facilities and/or project coordination
• Experience managing global event (in-person and virtual) 
• Experience with health and safety committees would be beneficial 
• Excellent organizational skills 
• Solid understanding of monitoring and tracking budgets 
• Process/Project Management: skilled at figuring out and managing the processes and timelines necessary to get work accomplished 
• Open Communication: clearly conveys thoughts, both written and verbally, listening attentively and asking questions for clarification and understanding 
• Resilience, Tolerance for Change/Ambiguity: can effectively cope with change, finding ways to advance work and projects 
• Problem Solving: uses an organized and logical approach to find solutions to complex problems. Looks beyond the obvious to understand the root cause of problems
• Customer Focus: demonstrates a desire to proactively help and serve internal/external customers meet their needs 
• Collaboration and Teamwork: works with others to deliver results, meaningfully contributing to the team and prioritizing group needs over individual needs 

WHO YOU ARE: 

• Tenacious. You are determined to succeed, and you are motivated by the success of customers, colleagues and the community. 
• Curious. You are always learning and seeking ways to make things better.
• Conscientious. You keep your promises, taking your commitments to others seriously, and you have strong integrity. 
• Humble. You lead with humility and empathy, respecting and learning from the perspectives of others.

In all we do, our six guiding principles light the way:

Step Up: Show the world what it looks like to live and work by these guiding principles. #StepUp

One Team: Make Hootsuite a place where everyone feels safe, welcome, valued, and empowered to do their best  work without compromising who they are. #OneTeam #FreeToBeMe

Customer Obsessed: Focus relentlessly on helping our customers succeed. #CustomerObsessed

Go Fast, Be Agile: Widen our competitive advantage by committing to speed and simplicity over perfection and complexity. #GoFastBeAgile

Play to Win: Commit to building an incredible, profitable company for our customers, our employees, and our stakeholders. #PlayToWin #NoExcuses

Neighbors & Allies: Give back to our communities and be an ally. #SocialForGood #Allies

Accommodations will be provided as requested by candidates taking part in all aspects of the selection process.

#LI-ZT