We are looking for a committed and professional individual to join our team on a part-time, permanent basis, working Monday to Friday from 8:00 AM to 12:00 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