We are looking for a Facilities Coordinator to join us at our Graz office.
This person will assist various office operations by performing general office and clerical duties to support local office facilities and ensure smooth business operations. The successful candidate will report to the Snr FM & RE manager based in London.
About You – experience, education, skills, and accomplishments
* Fluent in German and English, both written and verbal
* Facilities and reception experience
* Experience with general maintenance office activities
* Experience handling regular invoices, including checking and submitting to Accounts Payable
* Driver's license preferred
What will you be doing in this role?
* Serve as the first point of contact for all guests, creating a professional and welcoming environment
* Issue ID cards and manage building access, adhering to security measures
* Coordinate and oversee onsite meetings and events
* Arrange social activities, such as Christmas parties
* Manage meeting rooms, including booking, availability, planning, organization, and resource conflict resolution
* Assist with space planning
* Act as contact person for landlord and building management, including cleaning and maintenance teams
* Manage vendors, including setup and review (FM, cleaning, couriers, caterers, etc.)
* Coordinate with service providers (cleaning companies, craftsmen, suppliers, couriers, etc.)
* Commission repair service providers as needed
* Answer calls on the main phone line
* Receive, scan, and direct mail appropriately
* Oversee health & safety and fire safety compliance
* Perform general checks of equipment (kitchen and meeting room) and office supplies (consumables, stationery, etc.)
* Maintain cleanliness, organization, stock, and replenishment of communal areas (kitchen, reception, stationery)
Hours of Work
This role is 20 hours per week, ideally from Monday to Friday, but flexible. It is a permanent position.
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