We are looking for a committed and professional individual to join our team on a part-time, permanent basis, working Monday to Friday from 9:00 AM to 1:00 PM, totaling 20 hours per week.
ESSENTIAL DUTIES:
- Coordinate with Facility team in property-related documents administration - memoranda, letters, monthly reports.
- Assist in monitoring Help Desk queries and work orders to ensure requests are distributed and closed.
- Assist with hospitality and meeting room configurations.
- Assist with Desk and room booking management.
- May assist with organizing couriers and/or taxis.
- Maintain assignment of onsite employee lockers and/or seat/office assignments.
- Maintain listing and assist with distribution of security access cards, replacements and/or deactivations.
- Coordinate tenant service requests pertaining to property operations and administration. Maintain a professional image to internal and external callers.
- Liaison with landlord representative regarding any tenant requested services and/or work orders. Follow up with landlord or property representatives, as required.
- Compile information, prepare and update reports or process other documents as required: Vendor Insurance Certificates, Vendor Service Agreements, Vendor Invoices and Service Records, Property Emergency Call Lists, Tenant Contact Lists, etc.
- Develop and maintain property filing & tracking systems for reports and documents identified above.
- Assist Facility Managers in the annual budget preparation and development.
- Assist Facility Manager in compiling monthly reports as requested.
- May assist in vendor invoicing process.
- May be requested to act as a back-up to receptionist.
- Oversee copying and mail distribution within designated department.
- Monitor and order general office supplies, consumables, and PPE as needed.
- Monitor and order pantry supplies as needed.
- Contact and coordinate with vendors to service or repair equipment as requested.
- Coordinate with Facilities Manager and assist with onsite EH&S activities, communications and policy enforcement.
- May perform other duties as assigned.
SKILLS, EDUCATION & EXPERIENCE:
- Facilities/office management and building operations experience preferable
- Excellent communication, written and organizational skills
- Fluent in written and verbal English and German
- Strong ability to multi-task
- Excellent customer service skills
- Proficient in MS Word, MS Excel, Outlook.
- Ability to work independently with minimal supervision.
- Attention to detail.
WHAT WE OFFER:
- Fast paced working environment
- Entrepreneurial and supportive team
- Competitive salary