Office Facilities Assistant

Facilities Assistant will be responsible for overseeing the daily operations of the office, managing administrative tasks, and ensuring smooth facility management. This role requires excellent organizational skills, attention to detail, and the ability to multitask in a dynamic environment.

🔧 Key Responsibilities

Visitor Management:

Greet and welcome visitors, ensuring they are directed to the appropriate department.
Handle correspondence and parcels efficiently.

Reception Duties:

Answer, screen, and forward incoming phone calls.
Maintain the reception area, ensuring it is tidy and presentable.
Assist visitors with sign-in procedures and provide visitor badges.

Access and Security:

Manage the distribution and recovery of access cards for employees and visitors.
Print badges for new employees and maintain records of issued access cards and badges.
Ensure security protocols are followed.

Administrative Support:

Assist with various administrative tasks including data entry, filing, and scheduling.
Coordinate and schedule appointments and meetings.
Manage office supplies inventory and place orders as needed.
Handle the distribution of meal and tourist cards to employees.

Facility Management:

Ensure the office space is maintained and all equipment is functioning properly.
Oversee the maintenance of coffee machines, HVAC systems, and other facility-related equipment.
Conduct regular inspections to ensure the office environment is safe and operational.

Supplier and Contract Management:

Maintain communication with suppliers to ensure smooth operations.
Keep records of all invoices.

Event Coordination:

Organize and manage large-scale events, ensuring all logistics are handled efficiently.
Coordinate with various departments to ensure successful event execution.

Budget and Financial Management:

Monitor office inventory and manage the purchasing of new materials and services within budgetary constraints.

Compliance and Audits:

Conduct audits on visitor cards and emergency cards requested by the security department.
Ensure compliance with company policies and procedures.

✅ What We’re Looking For

Great English skills speaking and writing (C1)
Strong organizational and communication skills
Ability to prioritize and multitask across a variety of responsibilities
Proficiency in MS Office and general IT tools
Experience in facility management or office support roles is a plus

📌 Job Details

🕐 Working Hours: 09:00 – 17:00
📅 Contract Duration: 1-year fixed-term (maternity leave replacement); however, we’re open to discussing a permanent contract for an outstanding candidate

💰 Compensation Package: