Facilities Management Assistant

vor 2 Wochen

Aachen, Nordrhein-Westfalen, Deutschland JLL Vollzeit

About the Role

The Facilities Coordinator will play a key role in ensuring the smooth operation of our building services. Reporting to the Office Service Coordinator or Facilities Manager, this role will assist in all aspects of facilities management to ensure that our services run efficiently.

Key Responsibilities

  • Conduct weekly building walks to identify and assess maintenance issues.
  • Work with the Facilities Manager and Moves and Changes team to address internal space requirements and coordinate team moves.
  • Monitor and manage stock levels of stationery and consumables used by employees.
  • Manage internal moves within the building with the Facilities Manager.
  • Assist in maintaining floor plans and setting up in-house and external events.
  • Work with the Building Operations team to report and repair defective health and safety equipment.
  • Support the Office Service Coordinator with vendor management and soft service support.
  • Manage fire wardens and first aiders, and assist with scheduling training and refresher training.
  • Review and maintain manuals, handbooks, and guidance notes.
  • Cover receptionist duties as required.
  • Understand primary responsibilities of meeting and events and support the M&E Specialist as needed.
  • Manage day-to-day mail room operations, deliveries, and inquiries.
  • Be aware of basic procedures, courier suppliers, and external key contacts.
  • Manage mail-related supplies stock and place orders as needed.
  • Perform other tasks and duties as required.

Requirements

  • Previous experience working in a high-profile corporate environment.
  • Previous reception or hospitality experience is beneficial.
  • Proactive and hands-on, happy to support other team members.
  • Knowledge of facilities management processes is preferable.
  • IT skills, including Outlook, Excel, and Word.
  • Professional, friendly, and welcoming attitude.
  • Good attention to detail.
  • Ability to show initiative.
  • Excellent communication skills.
  • Organizational skills and the ability to prioritize a busy workload.
  • Customer service background is essential.
  • German and English speaking and writing skills are required.

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