Job Summary:
The Facilities and Admin Executive is responsible for managing the day-to-day operations of the company’s facilities and administrative functions. This role ensures that the workplace runs smoothly, efficiently, and in compliance with company policies. The Facilities and Admin Executive will manage office maintenance, vendor relationships, safety protocols, and administrative support tasks while providing a comfortable and productive work environment for all employees.
Key Responsibilities:
- Facility Management:
- Coordinate day-to-day operations of the facility, including maintenance, repairs, and cleaning.
- Assist with the scheduling and oversight of routine maintenance activities, such as HVAC, plumbing, and electrical systems.
- Monitor building systems and equipment, reporting any issues
- Coordinate with external vendors for services such as cleaning, landscaping, security, and repairs.
- Assist with negotiating contracts and maintaining positive vendor relationships.
- Monitor vendor performance and ensure compliance with service level agreements.
- Vendor and Contract Management:
- Negotiate contracts with service providers and manage vendor relationships for office supplies, cleaning services, and other facility's needs.
- Ensure timely procurement and delivery of office supplies and equipment.
- Space Planning and Management:
- Assist with office space allocation, ensuring optimal use of available space.
- Coordinate moves, adds, and changes to workspace layouts as required.
- Maintain accurate records of space assignments and furniture inventory.
- Forecasting related to space requirements (Hybrid Requirement)
- Security and Safety Compliance
- Implement & Maintain Security Compliance
- Visitor & Access Management
- Reporting and documentation.
- Administrative Support:
- Provide administrative support to different departments, including handling mail, courier services, and document management.
- Oversee front desk operations and ensure a smooth visitor experience.
- Maintain and manage office equipment, including photocopiers, printers, and telecommunication systems.
- Travel desk – Handling Visa Documentation & Invitation Letters.
- Assist in coordinating employee engagement activities.
Qualifications:
- Bachelor's degree in business administration, Facility Management, or a related field.
- 5+ years of experience in facilities management, office administration, or a related role.
- Strong organizational and multitasking skills.
- Excellent communication and negotiation abilities.
- Knowledge of health and safety regulations.
- Experience in vendor management and contract negotiation.
- Proficiency in office software (e.g., Microsoft Office Suite).
- Ability to work independently and collaboratively in a fast-paced environment.
Personal Attributes:
- Strong attention to detail and problem-solving skills.
- Ability to work under pressure and meet deadlines.
- Proactive and resourceful with excellent time management skills.
- Strong customer service orientation and team spirit
GHX: It's the way you do business in healthcare
Global Healthcare Exchange (GHX) enables better patient care and billions in savings for the healthcare community by maximizing automation, efficiency and accuracy of business processes.
GHX is a healthcare business and data automation company, empowering healthcare organizations to enable better patient care and maximize industry savings using our world class cloud-based supply chain technology exchange platform, solutions, analytics and services. We bring together healthcare providers and manufacturers and distributors in North America and Europe - who rely on smart, secure healthcare-focused technology and comprehensive data to automate their business processes and make more informed decisions.
It is our passion and vision for a more operationally efficient healthcare supply chain, helping organizations reduce - not shift - the cost of doing business, paving the way to delivering patient care more effectively. Together we take more than a billion dollars out of the cost of delivering healthcare every year. GHX is privately owned, operates in the United States, Canada and Europe, and employs more than 1000 people worldwide. Our corporate headquarters is in Colorado, with additional offices in Europe.
Disclaimer
Global Healthcare Exchange, LLC and its North American subsidiaries (collectively, “GHX”) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, national origin, sex, sexual orientation, gender identity, religion, age, genetic information, disability, veteran status or any other status protected by applicable law. All qualified applicants will receive consideration for employment without regard to any status protected by applicable law. This EEO policy applies to all terms, conditions, and privileges of employment, including hiring, training and development, promotion, transfer, compensation, benefits, educational assistance, termination, layoffs, social and recreational programs, and retirement.
GHX believes that employees should be provided with a working environment which enables each employee to be productive and to work to the best of his or her ability. We do not condone or tolerate an atmosphere of intimidation or harassment based on race, color, national origin, sex, sexual orientation, gender identity, religion, age, genetic information, disability, veteran status or any other status protected by applicable law. GHX expects and requires the cooperation of all employees in maintaining a discrimination and harassment-free atmosphere. Improper interference with the ability of GHX’s employees to perform their expected job duties is absolutely not tolerated.
