Office Coordinator and Executive Assistant

About the role

Fluence is seeking an Office Coordinator and Executive Assistant to ensure smooth day‑to‑day office operations while providing limited executive support to local leadership. The role blends office management, facilities coordination, and local Environment, Health & Safety (EHS) responsibilities.

Key responsibilities

• Manage daily office operations, procurement, inventory, and maintain a professional, welcoming environment.
• Serve as the first point of contact for visitors, deliveries, and general inquiries.
• Support office moves, space planning, and desk allocation as needed.
• Provide local EHS support, act as Emergency Response contact, coordinate drills, and maintain safety equipment.
• Organise EHS training, inductions, toolbox talks, and emergency drills in collaboration with the tenant.
• Liaise with building management and emergency services during incidents.
• Assist with incident reporting, investigations, audits, and inspections.
• Coordinate internal meetings, workshops, client visits, and office events.
• Prepare and maintain business documents, reports, presentations, and meeting materials.
• Support onboarding activities, including workspace setup, access badges, and equipment provisioning.

Required profile

• Experience in office management and facilities coordination.
• Ability to act as the primary liaison with building management and emergency services.
• Maintain first‑aider certification (training provided by the company).

Required skills