Senior Facilities Administration Coordinator

KEO is a creative enterprise, where innovation is a way of life. We are uniquely resourced with end-to-end services to take clients from inspiration – through conceptualization – to realization of planning, design or project delivery in the built and natural environments. For over 60 years we've led with vision, contributing to many of the world's most ambitious projects, iconic places, remarkable experiences and prosperous communities.

As a highly integrated and agile AEP/PMCM firm, KEO is recognized by ENR as one of the Top 225 International Design Firms and one of the Top 20 International PM/CM Firms. We are also ranked by World Architecture as the 51st largest global architecture firm and the #1 Firm in the Middle East Region in their 2024 WA100 Survey.

We invite you to join us. Why?

When you join KEO, you'll discover more than just a job – you'll find a supportive environment that fosters your professional development through internal global mobility and career development and does so within a culture that supports company-wide health and well-being through on-demand counselling services and regular workplace clinics. You will be invited to celebrate community events such as sports days, fun-runs, in-house sports teams and beach clean ups. In addition to your competitive package and benefits you will have access to a suite of policies that include hybrid working arrangements, individual athletic sponsorship, study assistance sponsorship, employee referral rewards.

Our newest opportunity is for a talented Senior Facilities Administration Coordinator to join our team, based in Porto, Portugal. Fluency in English and Portuguese is required.

This critical role will work as part of the Facilities Management & Administration team, providing supportive force driving many of the daily functions within the company. The ideal professional for the role is a flexible problem solver with superb communication skills and a meticulous mindset. Should have prior experience in a Facilities capacity in an office environment. Multitasking and the ability to manage unexpected queries are essential qualities to bring to the position. 

We envisage success in this role to include;

• Overseeing the day-to-day operations of the buildings and facilities. 
• Managing all maintenance activities including scheduling routine and preventative maintenance, coordinating repairs, overseeing service contractors, and ensuring that building systems and equipment are kept in a safe, efficient, and compliant working order.
• Functioning as primary liaison between the company, staff, and office building management.
• Maintaining FM&A registers and logs.
• Managing vendor and contractor relationships, including service contracts and performance.
• Supporting space planning, office moves and office fit outs.
• Checking, refilling and ordering stationery and pantry consumables when required.
• Tracking facilities budgets, expenses, and process related invoices.
• Maintaining documentation, asset registers, and facilities records.
• Supporting environmental and sustainability initiatives.
• Understanding of building systems (HVAC, plumbing, electrical and security) and familiarity with cleaning, maintenance, and safety standards.
• Coordinating office moves and optimize workspace design.
• Proficiency in contract negotiations and relationship building with external service providers.

To be successful in this dynamic opportunity, we envision that you will have a minimum of High School Diploma or Bachelor's Degree and 5 years' administrative and/or workplace management experience in a fast-paced professional services firm.

Furthermore, you should demonstrate: 

• Solid written and verbal communication skills in Portuguese and English.
• Strong attention to detail.  
• Demeanor and presentation to represent the company.

KEO's performance is founded upon integrity, results, innovation, safety and our people. We embrace diversity and recognise its' contribution to client success wherever we work. 

We are excited to hear how you can partner with our award-winning team and treat all expressions of interest confidentially.