Facilities Coordinator & Assistant

About Millennium

Millennium is a global, diversified alternative investment firm, founded in 1989. Defined by evolution, innovation and focus, Millennium’s mission is to deliver results for our investors.

Our people are empowered with both independence and support: the autonomy to pursue ideas with conviction and the backing of a global network committed to collaboration, disciplined risk management and continuous learning. With opportunities to deepen expertise and accelerate development, talent at Millennium is equipped to adapt, evolve and build lasting impact over time. Discover how transformative growth accelerates impact.

Meet the Team:

CSRE/GSOC Engagement Model documentation, CSRE maintains direct lines of communication with building management for all Millennium offices (excluding one location) and works with technical staff to assess facilities impact where local CSRE presence is limited.

What You'll Do

• Supports internal and external resources to help deliver superior facility services and workplace functions.

• Assists the CSRE Manager and the wider team with day-to-day administration requirements. Coordinates with the managed space service providers on ground and escalates operational issues as needed.
• Helps communicate workplace safety precautions to employees. Supports the implementation of security and emergency preparedness procedures. Assists with procurement operations - preparing RFP/RFQ documentation, vendor onboarding paperwork, competitive bidding comparisons, raising Purchase Requisitions and following up on PO issuance.
• Tracks vendor invoices and coordinates timely payment processing with Finance. Receives deliveries; sorts and tracks office consumables. Carries out building, office space and meeting room checks on a daily basis, logging and following up on issues promptly. Updates and maintains Floor Plans on the Office Space System.
• Handles ordering and upkeep of stationery, and acts as first point of contact for all printer enquiries and consumables ordering. Coordinates day-to-day employee transportation services and resolves routine issues. Supports employee travel and hospitality arrangements - Domestic and International.
• Helps with organizing planned and ad-hoc events as calendarized or basis business request. Assists with equipment upkeep by scheduling preventive maintenance, raising repair requests and maintaining equipment inventories. Checks that contractors attending onsite have authority to work and have submitted the correct health & safety and risk assessment documentation; records contractor activities onsite.
• Supports moves, adds, and changes in coordination with IT, Security and end-users. Assists with MIS - preparing and regularly updating reports as directed. Supports compliance activities to help ensure facilities meet regulatory and internal standards.
• Develop and manage vendor relationship for actions under purview of the role. Maintains SLA/KPI trackers for vendors and sub-contractors. Other duties as assigned.

What You Bring

• A degree-level qualification in Real Estate Management/Facilities Management/Hospitality or a related field would be advantageous but is by no means essential.
• 5-8 years of facilities/administration experience, preferably in Financial Institutions or Technology industries.
• Basic working knowledge of regulatory agency requirements.
• A team player who is respectful, dependable and communicates constructively.
• Must be able to work a flexible schedule as the business demands (nights, weekends).
• Able to prioritise and multi-task in a fast-moving, high-pressure, constantly changing environment; high sense of urgency.
• Energetic and detail-oriented with a professional, service-oriented demeanour. Strong organisational skills with attention to accuracy in documentation and reporting.
• Competent with Microsoft Office suite. Familiarity with purchasing, invoicing and procurement processes.