Job Description
Job DescriptionDescription:Job Description
The Facilities & QHSE Coordinator ensures the operational readiness, safety, and compliance of the local office and workshop environments by managing day-to-day facility needs and maintenance coordination. This role is responsible for maintaining accurate documentation of safety, security, and compliance protocols, including hazardous materials and ISO standards. By implementing structured systems for evidence tracking and document control, the coordinator supports internal and external audits and regulatory requirements. Through collaboration with cross-functional teams, the role fosters a secure, efficient, and compliant workplace that enables local productivity and resilience.
Facilities Management
• Manage the day-to-day requirements of local facilities, including office and workshop areas.
• Coordinate with janitorial staff and oversee cleaning schedules and standards.
• Document, update, and manage the setup and configuration of office functions such as lighting, signage, office layout, and workstations.
• Coordinate with building owner and contractors for building, equipment, and infrastructure maintenance.
• Work with Quality, Health & Safety, and Insurance leads to ensure facilities meet compliance standards.
• Help support and maintain documentation to support ISO audits and local compliance requirements.
• Quarterly coordination with projects to collect, organize, store, and establish evidence of ISO9001 compliance.
• Quarterly coordination with projects to establish evidence for R&D tax credits, organize and store evidence folders.
Facilities Management – Expected Outcomes
• Facilities are consistently clean, functional, and safe for all staff and visitors.
• Issues are identified and resolved promptly, reducing downtime and maintenance backlogs.
• Cleaning services meet or exceed hygiene and presentation standards.
• Positive feedback from staff and visitors regarding cleanliness.
• Accurate and up-to-date documentation of office configurations and infrastructure.
• Timely implementation of changes to accommodate team growth or reorganization.
• Maintenance issues are addressed proactively and resolved within agreed SLAs.
• Strong relationships with vendors and building management ensure responsive service.
• Evidence folders are complete, well-organized, and accessible for ISO9001 audits.
• Audit readiness is maintained throughout the year, reducing last-minute preparation.
• Accurate and complete documentation supports successful R&D tax credit claims.
• Evidence is stored in a centralized, controlled system.
Data Security & Safety Clerk
• Maintain accurate documentation of data security and safety controls, hazardous material compliance, policies, procedures, and incident logs for the local facility.
• Regularly review and update existing documents to ensure accuracy.
• Implement a version control system to track changes and maintain document revision history.
• Organize documents logically and accessibly using standardized naming conventions and folder structures.
• Ensure all team members follow documentation standards and procedures.
• Coordinate internal and external audits for data security and safety compliance, including evidence collection and remediation tracking.
• Establish standardized processes for logging evidence with clear guidelines.
• Use a centralized system to store and manage evidence for easy retrieval.
• Regularly audit evidence logs to ensure completeness and accuracy.
• Train team members on proper evidence logging and document storage.
• Provide guidance to staff on security best practices and safety protocols, including conducting training sessions.
• Work with IT and facilities teams to ensure effective physical and digital security measures.
• Track and report key metrics related to security and safety compliance to onsite management.
Data Security & Safety – Expected Outcomes
• A centralized, up-to-date repository of all safety and security documentation.
• Full traceability of compliance activities, including hazardous material handling and incident response logs.
• Documentation accurately reflects current practices, regulations, and organizational changes.
• Improved staff confidence in using documentation.
• Clear audit trails for document changes, improving transparency and accountability.
• Reduced time spent locating documents.
• Enhanced onboarding and training experiences for new staff.
• Fewer errors in compliance-related records.
• Improved audit outcomes due to standardized evidence presentation.
• Reduced audit findings and faster remediation.
• Stronger relationships with auditors and regulatory bodies.
• Early detection of documentation gaps or inconsistencies.
• Increased team ownership of compliance responsibilities.
• Reduced training time due to established best practices.
• Increased adherence to safety and security protocols.
• Comprehensive protection of physical and digital assets.
• Reduced risk of breaches or unauthorized access.
Leadership and People
• Challenge peers and superiors constructively when needed.
• Deliver on promises and take accountability for mistakes.
• Address poor behavior respectfully at all organizational levels.
• Build partnerships and collaborate to meet shared objectives.
• Listen actively and maintain objectivity.
• Seek and provide feedback regularly.
• Speak up confidently and respectfully when addressing difficult issues.
• Encourage open dialogue even when opinions differ.
• Hold self and others accountable for commitments.
• Identify potential setbacks and work through them effectively.
• Treat all colleagues, customers, and suppliers with respect.
• Seek opportunities for collaboration across teams.
• Participate in decision-making and make timely, effective decisions.
Health, Safety & Environment
• Take reasonable care of self and others in the workplace.
• Comply with IMDEX QHSE policies, procedures, and legal requirements.
• Wear and maintain personal protective equipment as required.
• Report unsafe practices or conditions.
• Report hazards and incidents in accordance with company policies.
• Actively participate in safety meetings.
• Raise quality alerts when appropriate.
Risk & Compliance
• Identify risks and compliance requirements related to scope of work.
• Apply risk management and regulatory compliance processes consistently.
• Comply with IMDEX risk and compliance policies, local laws, and standards.
• Report potential non-compliance or misconduct.
• Promote positive risk and compliance behaviors.
• Challenge behaviors inconsistent with the IMDEX Code of Conduct.
Requirements:Essential
• Knowledge of Health, Safety, and Environmental (HSE) regulations.
• Experience with document control and version management systems.
• Strong organizational and file management skills.
• Training and communication skills.
• Project and vendor coordination experience.
• Attention to detail and accuracy.
• Proactive attitude to solve problems before they become crises.
Desirable
• Audit coordination and evidence management experience.
• Technical understanding of physical and digital security systems.
• Problem-solving and risk-assessment capabilities.
IMDEX Values and Core Behaviors
Global Game Changers
• Reduce environmental impact to shape a better global industry.
• Embrace flexible thinking for people, customers, and communities.
• Leverage diverse global teams and inclusive decision-making.
• Connect expertise to customers to add value.
Forever Curious
• Listen to people and customers to drive new technologies and approaches.
• Challenge the status quo.
• Encourage curiosity and creativity.
• Stay informed on industry trends and new ideas.
Go Beyond
• Create great customer experiences at every touchpoint.
• Put customer needs first and deliver on promises.
• Encourage customer involvement and ownership.
• Create value through collaboration, innovation, and efficient solutions.
Together We Thrive
• Hold each other accountable and take ownership.
• Advocate for safety and wellbeing.
• Recognize and acknowledge successes.
• Support one another by sharing learning and expertise across departments and borders.