Facility and Office Administrator

At Vertiv, we build products that keep critical technologies running 24/7. We are proud we were the first to protect mainframes with precision cooling systems. We were the first to introduce an integrated enclosure system to distributed networks. We help some of the largest names in the industry bring new capacity online faster and at a lower cost when search and social media increased demand for storage and computing. Our portfolio spans power, thermal and infrastructure management products, software and solutions, and is complemented by a network of nearly 250 service centers worldwide.
- **Why do we have this role in the organization and why do we need to hire someone in this role**:
As a Senior Facility and Office Administrator the job holder will offer support to his/her direct manager and the management line of the company regarding all facility support and administrative responsibilities. He/she will manage all the site support activities, will coordinate all aspects regarding the travel both for foreign visitors, will offer support to the HR department for the Monterrey, implementation and health and safety activities, and will organize the company events. Will develop all the facility reports and communications needed regarding keeping the different stakeholders updated with the site´s changes and initiatives.

The role will closely partner with the GBS Director, HRBP & the Engineering supporting teams, and other functional leaders across the Vertiv organization to ensure the success of this role.
- **What the person will be expected to do to reach success & optimal performance**:
**Responsibilities: -**
- Ensuring the good functionalities and procedures related to facility management aspects such as: building and grounds maintenance, cleaning, procurement and contract management, catering and vending, health and safety, security, space allocation, utilities and communications infrastructure
- Manage facility related projects, supervising the relationship and quality of work of the external contractors
- Supervise and inform the cleaning and maintenance services providers about the site problems and ensure their solving. Selective waste collection. Printer rooms.
- Coordinate parking allocation administrative aspects.
- Coordinate usage of meetings rooms
- Maintains a good professional relationship with the indirect suppliers (communication, medical services, advertising and marketing, hotel, venues for events, stationary, courier, travel agencies)
- Plan and organize essential services such as reception, security, maintenance, mail, archiving, cleaning, catering, waste disposal and recycling
- Coordinate with Finance department to supervise costs for required goods or services (admin, facility and events organization related) to achieve maximum value for money
- Products stock tracking; Making orders for stationery products, protocol products and cleaning
- Identify service’s needs, external suppliers, support negotiations, prepare supporting documents, make sure managerial decisions are taken in due time and follow-up on their implementation.
- Responsible for the external communications with the indirect suppliers and other potential business partners when organizing events for the site.
- Working with GBS Monterrey senior management and Learning & Development Lead in planning the Social Committee events, in accordance to the annual budget. Responsible for coordination and successful implementation of the chosen events.
- Offer active support to the HR Monterrey management and Learning & Development GBS Lead for the organization of trainings through logistics and administrative arrangements (support with finding suppliers, scheduling courses, confirming participants).
- Monterrey Team Org chart updates. Ensures the monthly update of the GBS organization chart Monterrey.
- Responsible for the design, management approval, communication and implementation of administrative related procedures.
- Keeps track of the space usage regarding seat allocation and presents updated status as requested by management.
- Manages the office supplies for the entire group.
- Prepares the necessary documentation and manages the postal activity of the group in relation with couriers.
- Arranges accommodation and transportation services for site visitors and manages the associated protocol
- Guidance for employees on admin, facility and events related areas (procedures, maintenance, RTC, public transport, canteen etc.).
- Suppliers invoices. Printing. Scanning. Register new invoices & check with contracts.
- Any other requests, as defined by the GBS Monterrey senior management
- Co-operate as long as necessary with the employer and / or appointed workers to enable the employer to ensure that the work environment and working conditions are safe and safe for health and safety in their field of work
- **What will make the new employee successful now**

**Key competencies**:

- **Establishing Effective Teamwork**: Main