Facilities & QHSE Coordinator

Description

Job Overview

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.

Job Expectation

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.
• Support and maintain documentation for ISO audits and local compliance requirements.
• Quarterly work with projects to coordinate the collection, organization, storage, and establishment of evidence of ISO9001 compliance.
• Quarterly work with projects to establish evidence for R&D tax credits, organize, store, and establish evidence folder.
• 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.
• Accurate and up-to-date documentation of office configurations and infrastructure.
• Maintenance issues are addressed proactively and resolved within agreed SLAs.
• Evidence folders are complete, well-organized, and accessible for ISO9001 audits.
• Accurate documentation supports successful R&D tax credit claims.
  
  

Data Security & Safety Clerk Responsibilities

• Maintain accurate documentation of data security and safety controls, hazardous material compliance, policies, procedures, and incident logs.
• Regularly review and update existing documents.
• Implement a version control system to track changes.
• Organize documents using clear naming conventions and folder structures.
• Ensure team members follow documentation standards.
• Coordinate internal and external audits; collect evidence and track remediation.
• Establish standardized evidence logging process.
• Use a centralized system or tool to store and manage evidence.
• Regularly audit evidence logs for completeness and accuracy.
• Train team members on evidence logging and proper documentation.
• Provide guidance on security and safety protocols, including training sessions.
  
  

Work with IT and facilities teams to ensure physical and digital security measures are effective.

• Track and report key metrics related to security and safety compliance.
• Maintain a centralized repository of all safety and security documentation.
• Improve audit outcomes through standardized evidence presentation.
• Increase awareness and adherence to security and safety protocols.
  
  

Leadership and People

• Challenge peers or superiors respectfully when issues arise.
• Deliver on promises; take accountability and seek improvement.
• Call out poor behavior respectfully.
• Build partnerships and collaborate to meet shared objectives.
• Listen actively and separate the person from the problem.
• Seek and provide regular feedback.
• Speak up with confidence and respect.
• Encourage open dialogue even when opinions differ.
• Hold self and others accountable under tough circumstances.
• Identify and work through setbacks to achieve results on time.
• Treat colleagues, customers, and suppliers with respect.
• Seek opportunities for collaboration across teams.
• Make timely decisions and engage with impacted employees.
  
  

Health, Safety & Environment

• Take reasonable care of self and others and comply with QHSE policies and procedures.
• Use and maintain personal protective equipment and report unsafe practices or conditions.
• Ensure actions do not adversely affect others’ safety.
• Report hazards and incidents per company policy.
• Participate in safety meetings.
• Raise quality alerts as required.
  
  

Risk & Compliance

• Identify risks and compliance requirements within scope of work.
• Apply risk management and compliance processes.
• Comply with risk and compliance policies, local laws, and relevant standards.
• Report potential non-compliance or misconduct through proper channels.
• Lead by example to promote positive risk and compliance behaviors.
• Challenge behaviors that do not align with the Code of Conduct.