Coordinator, Facilities and Office Services

About Palladium:

Palladium is a global company working to design, develop and deliver positive impact on the lives and livelihoods of people around the globe; broaden access to health, water, power, and infrastructure; build enduring, sustainable, and transformative institutions and market systems to address global challenges; and conserve the natural world. We operate in over 90 countries and have a workforce of 3,200 talented, motivated, and diverse staff of all religions, races, languages, and gender identities.

This Opportunity:

The Coordinator, Facilities and Office Services supports the Manager, Facilities and Office Services in day-to-day management of Palladium’s DC office. As the Americas Team continues to rebalance in-person office attendance and telework, the Office Coordinator will support the Office Manager in ensuring both strategic and essential workplace services are delivered. As such, this position is expected to be physically present in the office each workday to provide onsite support in a small team that ensures common areas, kitchens, and meeting rooms stay supplied and well organized.

Location and Compensation:

The position is based in Palladium’s Washington D.C. office.

For our prospective employees in the United States, please note that the full-time equivalent annual base salary for this position is expected to range from $58,000 to $82,000, and successful candidates may also be eligible for additional, variable incentive compensation dependent on the role. For part-time employees, the salary will be prorated based on the actual number of hours worked.

Please be advised that a final salary offer will be based on various factors, including but not limited to your qualifications, education, experience, skills, seniority, performance, and Palladium’s business or organizational needs.

If you have any questions or concerns regarding the compensation for this position, please do not hesitate to reach out to us. We value your interest in our company and appreciate the opportunity to discuss this opportunity with you.

You and Your Career:

If you are a strong team player with a commitment to problem-solving and excellence, and you have experience supporting facilities management, we are interested in hearing from you.

We are a learning organization and provide growth opportunities from the start. We pride ourselves on giving you the freedom, resources, and guidance to chart a fulfilling career!

Reporting Lines:

This role is part of the Facilities and Office Service team. The line manager for the role is the Manager, Facilities and Office Services. The Coordinator is expected to work closely with both the Facilities Manager and the Front Desk and Travel Administrator, and interact daily with leadership and staff at Palladium’s DC office.

Primary Roles and Responsibilities:

The Coordinator will have primary responsibility for the following tasks, to be undertaken in a timely manner and with appropriate attention to detail:

Set up conference rooms, catering, and supplies for meetings and events.
Ensure all equipment in the office is functioning and in good condition.
Execute, review and submit all Washington DC office services and information technology accounts and invoices.Monitor and follow up with the finance team to ensure that all invoices for essential services are processed in a timely manner with appropriate back up documentation and approvals.
Create and manage the inventory of all storage facilities, manage the organization of files storage and other assets in accordance with the Company record retention policies and procedures.
Respond appropriately and rapidly when issues arise with the office and bring emergency or urgent issues to the attention of management and building management as appropriate.
Anticipate supervisor’s and leadership’s needs on a day-to-day basis and provide real time support when unexpected issues and challenges arise.
Other tasks as assigned.

The Coordinator will provide support and backup across the Facilities and Officer Services Team, as required, including for the following tasks:

Ensure availability of office and meeting room supplies.
Assist with shipping and use of courier accounts.
Attend to front desk duties such as welcoming guests and answering phone calls.
Maintain records, order supplies, and submit expense reports.
Work with vendors including building management and those who provide real estate services, office supplies, catering and, repair and maintenance services.
Support external event planning and assist with maintaining the events calendar and solving room reservation conflicts.
Provide back-up support to travelers in the absence of the Travel Administrator, helping to troubleshoot issues with our corporate travel provider.

Essential Criteria:

Previous experience working in facilities and office services is required.
Demonstrated experience in dealing with vendors and building and maintaining relationships with suppliers and vendors required.
Excellent team player.
Outstanding communication and interpersonal skills.
Creative problem-solving skills and a desire to create a positive working environment for colleagues.
Ability required to stoop, kneel, bend, crouch and lift up to 25 pounds.

Equity, Diversity & Inclusion - Palladium is committed to embedding equity, diversity, and inclusion into everything we do. We welcome applications from all sections of society and actively encourage diversity to drive innovation, creativity, success and good practice. We positively welcome and seek to ensure we achieve diversity in our workforce; and that all job applicants and employees receive equal and fair treatment regardless of their background or personal characteristics. These include: (but are not limited to) socio-economic background, age, race, gender identity and expression, religion, ethnicity, sexual orientation, disability, nationality, veteran, marital or Indigenous status.

Should you require any adjustments or accommodations to be made due to a disability or you are a neurodivergent individual or for any other circumstance, please email our team at accessibility@thepalladiumgroup.com and we will be in touch to discuss.

Safeguarding - We define Safeguarding as “the preventative action taken by Palladium to protect our people, clients and the communities we work with from harm”. We are committed to ensuring that all children and adults who come into contact with Palladium are treated with respect and are free from abuse. All successful candidates will be subject to an enhanced selection process including safeguarding-focused interviews and a rigorous due diligence process.

Palladium Group, Inc.

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Coordinator, Facilities and Office Services