Facilities Coordinator

This job is with Thermo Fisher Scientific, an inclusive employer and a member of myGwork – the largest global platform for the LGBTQ+ business community. Please do not contact the recruiter directly.

Work Schedule

Standard (Mon-Fri)

Environmental Conditions

Office

Job Description

About Thermo Fisher Scientific and PPD

At Thermo Fisher Scientific, our mission is to enable our customers to make the world healthier, cleaner and safer.

PPD, part of Thermo Fisher Scientific, provides leading clinical research services to support the development of new medicines and healthcare solutions. Our teams work in a highly international, professional and regulated Life Sciences environment.

About our France Site

The role supports our PPD France organization and its headquarters population of 700+ employees, including a significant hybrid and remote-working population.

The Facilities team plays an important role in ensuring that our workplace operates safely, efficiently and in compliance with applicable French requirements. The team works closely with France Leadership, HR, IT, Finance, Procurement, EHS, employees, external providers and building management to provide a high-quality workplace experience.

The current office is located in Ivry-sur-Seine and the site will relocate to Paris South from November.

The Role

As Facilities Coordinator – France, you will coordinate day-to-day Facilities and Workplace activities for PPD France.

You will be a key operational point of contact for workplace-related requests and will coordinate a broad range of facilities services, suppliers, maintenance activities and workplace projects.

The role also includes an important Health, Safety & Environment (EHS) component. You will support the implementation of corporate EHS standards and French regulatory requirements, working closely with the relevant internal stakeholders and specialist functions.

Depending on business needs, you may also provide operational and administrative support to functions such as EHS, Human Resources, IT, Procurement and Finance. Formal specialist accountability remains with the relevant functional owner.

Key Responsibilities

1. Facilities & Workplace Management

• Coordinate day-to-day office, Facilities and Workplace operations and act as a key point of contact for facilities-related requests.
• Coordinate preventive and corrective maintenance, building services and external providers.
• Manage relationships with suppliers covering cleaning, security, reception, mail, waste management, statutory inspections, office supplies and other general services.
• Follow issues through to resolution and escalate where required.
• Support access control and physical security processes.
• Coordinate office moves, onboarding/offboarding activities, furniture and workspace changes, space optimization and workplace projects.
• Support fit-out, refurbishment and workplace improvement projects.
• Identify opportunities to improve workplace experience, service quality and space utilization, including requirements linked to hybrid working.
• Ensure effective communication with employees regarding workplace-related activities and changes.

2. Health, Safety & EHS

• Support the implementation and administration of Corporate EHS policies, standards and programs in accordance with applicable French requirements.
• Monitor EHS requirements, identify gaps and support action plans.
• Coordinate EHS documentation, records, audits, inspections and corrective/preventive actions.
• Maintain applicable health and safety guidelines and local procedures.
• Coordinate the preparation, review and management of the French DUERP and PAPRICAT with relevant stakeholders.
• Support occupational-risk identification, prevention priorities and follow-up actions.
• Support the investigation and documentation of accidents, incidents, near misses and unsafe conditions.
• Coordinate occupational health and prevention initiatives, including ergonomics, display-screen work, hybrid/remote working, business travel, psychosocial risks and working conditions.
• Support interactions with competent authorities and local enforcement agencies when required.
• Coordinate follow-up on inspectors' recommendations with the relevant accountable functions.

3. Emergency Preparedness & Business Continuity

• Coordinate facilities-related emergency preparedness activities.
• Organize evacuation drills and support first-aid and emergency-response arrangements.
• Follow up on safety equipment and maintain appropriate records and communications.
• Support Business Continuity / Business Resilience documentation and testing.
• Liaise with building management, vendors and Corporate functions durin