Facilities & Event Coordinator

Facilities & Event Coordinator

Overview

PepsiCo the Netherlands is in Central Park Offices near Utrecht Central Station. We are very proud of this central location with great facilities and lots of opportunities for our employees to connect, collaborate and celebrate together. Facilities & Event Manager is responsible for:

• Leads and coordinates all General Services responsibilities related to making the HQ NL office a great place to work.
• Manager for Facility Host, support through the role of coach and coordinator.
• Responsible for contact with all service-related contact persons in the HQ (e.g. with central reception, facilities), where the Facility Manager serves as escalation point for the host who is responsible to perform all operational contact.
• Responsible for AOP General Services budget & coordinating the budget throughout the year.
• Responsible for PO Management regarding IFM and oversee the budget throughout the year.
• Administrative tasks such as booking invoices and resolving finance issues.
• Acting as Single Point Of Contact for IFM NL and be the linking pin between Integrated Facility Management (IFM) process & local needs (for HQ Utrecht, and our 2 factories: Duyvis Zaandam, Lays Broek op Langedijk). Coordinate the implementation of new facility processes and contracts.
• Coordinates on-site events in HQ (e.g. summer drink, commercial days, celebrations) in collaboration with host and personal assistants.

Responsibilities

HQ Facilities (40% incl. General Services and Events)

• On location support includes being end responsible for our postal service, office supplies, WeGo, meeting rooms reservations, lunch/catering, parking & communication (mailbox & telephone). Operational activities are covered by Facility Host, but Facility Coordinator is in the lead for coordination of those activities.
• Making sure that all office supplies are there for the needs of our HQ employees & teams.
• Optimizing GS processes and find ways to encourage employees to change ways of working / behavior.
• Coordinates the correct use and maintenance of HQ pool cars in collaboration with external Fleet partner & application WeGo.
• Coordinates the reservations of the pool cars, setup accounts.
• Coordinates the reservations of our meeting rooms in HQ NL.
• First point of contact for lunch and catering services on location, operational follow-up done by PAs or Facility Host.

General Services: Coordinates General Services responsibilities related to making the HQ office a great place to work (complying to Smart Spending Policies):

• Support our Work That Works policy by workspace optimization for all HQ departments.
• PO-management related to General Services & coordination of General Services suppliers for HQ offices outside of IFM.
• Leading GS budget for the HQ in close consultation with Finance on a quarterly base, makes sure that GS budget is on track.

Country SPOC IFM (60%)

• Manage and support the transition process to ensure a seamless start to the new contract, engaging with all sites/stakeholders.
• Ensure the stewardship of the local management, adapting all means to ensure optimal provision of services, according to the local specification and culture.
• Oversee organizational contract development and management activities and enforcing organizational principles of integrity and compliance.
• Lead homogenization of all sites and services provided in NL.
• Ensure that contracts and proposals are properly aligned with stakeholders and entered in databases.
• Liaise with and work alongside with PepsiCo teams on Quality/Sustainability.
• Implement software tool IFM supplier.
• Implement and measure Performance/KPI’s and Quality Controls.
• Manage invoicing (fixed/ad-hoc) process and control budgets/cost centers bi-weekly.
• Conduct contract strategy meetings to identify issues, facilitating pricing discussions.

Qualifications

• Min 5 years of experience in a similar Facility/ Office Manager role with good understanding of facility management, office management and General Services.
• Ability to build credibility, business knowledge and trust within the organization and business knowledge.
• Strong stakeholder management skills at all levels with both internal and external partners.
• Fluent in Dutch and English.