GBS Office Coordinator

At Barry Callebaut, we are on a journey to transform the cocoa and chocolate industry. As the world’s leading manufacturer of high-quality chocolate and cocoa products, our actions truly shape the future of our industry. We are a business-to-business company, serving the entire food sector, from the cocoa bean to the finest chocolate product. We are headquartered in Zurich, with more than 12,000 passionate employees working in more than 40 countries worldwide.

About the role

A GBS Office Coordinator ensures a smooth office experience by overseeing administrative support, document management, compliance, and engagement activities. The position supports a well-organized workplace, serves as a backup to the GBS Office Administrator, and collaborates with the Site Lead on office engagement initiatives.

Key Responsibilities

1. Facilities Management

• Liaise with building management as the main point of contact for office premises defect, rectification issues, and day-to-day office management including office security contact.
• Coordinate with external vendors / service providers for office and facilities related issues (e.g., office lights, air‑con, coffee machine, office furniture, copier machine).
• Manage relationships with facility vendors and support office expansion projects.
• Assess office requirements for supplies, equipment, or services and consolidate purchase needs with departments.
• Ensure office equipment, utilities, and facilities are in good working condition.
• Conduct safety checks, coordinate fire drills, and implement emergency response plans.
• Maintain workplace safety compliance and liaise with building management on regulatory requirements.
• Negotiate vendor contracts for cleaning, security, pantry supplies, and office maintenance.
• Monitor office supplies, stationery, pantry items, and equipment.
• Ensure meeting rooms are well equipped and maintained for daily use.
• Update service agreements / expiry dates such as fire extinguishers and water dispensers.

2. Employee Engagement & Experience Initiatives

3. Document Management

4. Backup to GBS Office Administrator

About you

Diversity & Inclusion

At Barry Callebaut, we are committed to Diversity & Inclusion. United by our strong values, we thrive on the diversity of who we are, where we come from, what we’ve experienced, and how we think. We are committed to nurturing an inclusive environment where people can truly be themselves, grow to their full potential, and feel they belong. #oneBC – Diverse People, Sustainable Growth .

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