Specialist, Facilities

MAKE STRATEGY A REALITY | ACCELERATE YOUR GROWTH | CHOOSE YOUR PATH

As the world's leading change and transformation consultancy, we're helping businesses move from strategy to reality by taking a pragmatic and practical approach to build solutions that last.
We're seeking a Facilities Specialist in our Ecuador office to help us take vision to value and create lasting impact.  

SUMMARY:

The facilities specialist is responsible for ensuring the smooth operation of the work environment at North Highland Quito facilities in partnership with various internal stakeholders. This role serves as the central coordination point for daily office operations, including maintaining the workspace, providing logistical support to the team, managing parking and supplying resources, and coordinating with vendors and external initiatives. This position does not involve direct people management, but requires a positive, proactive attitude and an ability to work well with others.

You will:

• Oversee the general condition of the office: cleanliness, organization, lighting, and furniture.

• Coordinate repairs, preventive, and corrective maintenance with external vendors and property management.

• Ensure common areas (meeting rooms, kitchen, reception) are always ready and in good condition.

• Manage inventory of office and cafeteria supplies and place orders in a timely manner.

• Coordinate workspace reservations and adaptations for team growth, client visits, or internal events, including common areas and conference rooms.

• Support effective usage of video conference and audio-visual systems.

• Assist/perform internal office moves (requires ability to move 50 lbs).

• Provide reception desk coverage.

• Procure and issue security badges as needed for building acces and maintain relevant change logs.

• Manage access and security systems for the workspace.

• Keep the visitor log and access protocols up to date.

• Ensure compliance with occupational health and safety regulations in the office.

• Coordinate drills and emergency procedures in coordination with leadership.

• Administer available parking spaces for staff.

• Maintain an updated record of parking assignments and rotations.

• Handle and resolve special parking requests (visitors, clients, temporary situations).

• Coordinate with the building or external management for vehicle permits and access.

• Communicate parking policies and availability to the team.

• Serve as the first point of contact for the team’s operational needs (equipment, connections, materials).

• Coordinate the receipt, shipment, and distribution of packages and correspondence.

• Support the organization of internal meetings, team events, and culture activities.

• Support community partner event planning and execution in Ecuador.

• Facilitate the onboarding process for new employees regarding logistical and administrative aspects (access, desks, equipment).

• Support travel needs of visitors, including scheduling car service, booking hotel reservations and setting dinner reservations.

• Maintain relationships with service providers: cleaning, canteen, security, internet, catering, courier.

• Request quotes, compare proposals, and coordinate minor contracts.

• Track invoices, payments, and service renewals.

• Ensure compliance with the conditions agreed upon with vendors.

• Act as a liaison between the local team and North Highland's global support areas as needed.

• Maintain updated documentation on internal office processes, financial procedures, and compliance protocols.

• Provide support in internal communications related to logistical, financial, and regulatory matters.

• Submit weekly time and expenses in accordance with North Highland policy.

IDEALLY, WE'D LIKE:
 

• University degree in Business Administration, Communications, or related fields (or equivalent experience).

• Minimum 3-4 years of combined experience in office management and or administrative operations.

• Demonstrated experience coordinating office operations, vendor management, and facilities administration.

• Experience working in corporate or consulting environments is highly desirable.

• Advanced Microsoft suite skills, including Teams, Outlook, Word, Powerpoint and Excel.

• Ability to quickly learn and use internal tools like ServiceNow and Workday.

• Strong service orientation, problem-solving and proactive attitude toward problem-solving.

• Excellent attention to detail.

• Effective communication skills in Spanish and English (written and verbal).

• Ability to work independently and maintain confidentiality with sensitive information.

Applicants must be authorized to work in Ecuador, without the need for visa sponsorship by North Highland. Work visa sponsorship will not be provided, either now or in the future, for this position.

North Highland is an equal opportunity employer, and we adhere to all applicable laws and regulations to ensure a fair and equitable workplace. All qualified applicants will receive fair and impartial consideration without regard to race, color, sex, gender identity, religion, national origin, age, sexual orientation, disability, veteran status, or any other characteristic protected by law. We handle all information in accordance with local privacy standards and maintain strict confidentiality.