Facilities Coordinator

JOB DESCRIPTION

Work Schedule

Environmental Conditions

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 during incidents or emergency situations.

4. Vendors, Procurement & Budget

• Coordinate Facilities and EHS service providers and contractor visits.
• Ensure appropriate contractor and safety documentation is in place.
• Support supplier onboarding and qualification processes.
• Monitor supplier performance, SLAs, KPIs and corrective actions.
• Support purchase requisitions and purchase orders.
• Track invoices, expenditure and contracts.
• Support Procurement and Finance with renewals, purchasing and tender processes.
• Contribute to budget monitoring and identify opportunities for cost optimization while maintaining safety, compliance and service quality.

5. Cross-Functional Support & Communication

• Provide operational and administrative support, when required, to functions including EHS, HR, IT, Procurement and Finance.
• Support workplace logistics, records, access management, onboarding/offboarding and vendor coordination.
• Build effective relationships with employees, contractors, vendors and internal stakeholders.
• Provide responsive and customer-focused support to employees.
• Prepare regular Facilities and EHS reports and participate in relevant meetings.
• Work with France Leadership, CSE/CSSCT and other relevant stakeholders.
• Support Facilities and EHS training and awareness activities.
• Monitor key indicators including incidents, DUERP/PAPRICAT, audits, compliance, training, maintenance, vendor performance, environmental data, space utilization and budget.
• Support Corporate environmental initiatives related to waste reduction, responsible resource use and energy optimization.

Qualifications & Experience

Required

• 2–4 years of relevant professional experience in Facilities Coordination, Facilities Management, Workplace Operations or a similar role.
• Strong organizational and administrative skills, with the ability to manage multiple priorities.
• Good knowledge of office-building services and experience coordinating external suppliers.
• Strong customer-service and communication skills.
• Ability to work autonomously while collaborating effectively with multiple stakeholders.
• Strong attention to detail and problem-solving skills.
• Ability to influence and coordinate stakeholders without direct authority.
• Ability to handle confidential information with discretion.
• Strong computer, data-management and reporting skills.
• Fluent French and strong professional/fluent English.

Preferred

• Higher education in Facilities Management, Workplace Management, Engineering, Business Administration or a related discipline.
• Experience within an international, pharmaceutical, CRO, Life Sciences or other regulated environment .
• Knowledge of French occupational health and safety requirements.
• Experience with occupational risk assessment, DUERP and PAPRICAT .
• EHS/HSE or Occupational Health & Safety training or qualification.

About You

You are an organized, hands-on and service-oriented Facilities professional with 2–4 years of experience who enjoys working in a dynamic international environment.

You are comfortable coordinating multiple stakeholders, suppliers and priorities, while maintaining a strong focus on employee experience, safety, compliance and operational excellence .

You are able to work independently, communicate confidently in both French and English , and build effective relationships across different functions and levels of the organization.