Office Services Coordinator

Job Summary:
Looking to join a Global Facilities team with responsibility in our Munich office while collaborating with regional and global colleagues? Medpace is growing rapidly, and our Facilities team is responsible for providing a great workplace experience for all associates and visitors. In this role, you’d be the primary point of contact in the Munich Office for facilities projects, ongoing programs and daily office administration. You’ll work closely with our operations associates and leaders to ensure a high level of service is provided. If you want an exciting career where you use your previous expertise and can develop and grow your career even further, then this is the opportunity for you.

Responsibilities:
Reporting directly to the Regional Facilities Manager you will:

- Coordinates facility renovation/improvement/relocation projects for the Munich office;
- Creation and coordination of RFPs, project and vendor scheduling;
- Supports new vendor onboarding by assisting with the RFP process, obtaining favourable contract terms and facilitating review using established system and procedures;
- Coordinates inductions for new starters including office and parking allocations;
- Develop and maintain strong relationships with service vendors and landlords to ensure efficient maintenance of building and grounds;
- Responsible for system administration and data management within our Facilities Management System (FMX), Space Management System (SpaceIQ), Department SharePoint Site, Project trackers, Surveys and other systems as assigned;
- Manages multiple trackers within Excel and other systems in order to provide accurate and timely reporting to both Facilities and Finance management;
- Supports requests for information and data by HR, IT, Finance and other business units in partnership with Facilities Management;
- Under direction of the Finance function, support local invoice flow; responsible for receiving and managing incoming invoices using internal finance/invoice management systems when required;
- Supports external and internal meetings and events in the office in regards to space set-up, catering and other services as needed;
- Maintains detailed records, and maintains electronic work order system for tracking of Facilities issues and vendor performance. Escalates issues to manager in a timely and detailed manner to ensure proper conditions are always maintained; and
- Coordination of our Health & Safety program for office and home-based staff in Germany;
- Assists with creation of training guides, documents procedures and business practices to support overall department operations and process improvements;

May be responsible for other projects and responsibilities as assigned.

Qualifications:

- Fluent in English and proficient in German both written and verbal;
- 5 years’ experience in a Facilities/Workplace Services coordination or management role;
- High school diploma or equivalent required; Bachelor’s degree preferred;
- Excellent customer service and office support/administration skills;
- Intermediate to advanced experience with Microsoft Office suite/software;
- Excellent written and verbal communication skills;
- Ability to work with cross-functional teams, supporting all areas of the business;
- Ability to work both independently and across a local and remote team.

Medpace Overview:
Medpace is a full-service clinical contract research organization (CRO). We provide Phase I-IV clinical development services to the biotechnology, pharmaceutical and medical device industries. Our mission is to accelerate the global development of safe and effective medical therapeutics through its scientific and disciplined approach. We leverage local regulatory and therapeutic expertise across all major areas including oncology, cardiology, metabolic disease, endocrinology, central nervous system, anti-viral and anti-infective. Headquartered in Cincinnati, Ohio, employing more than 4,000 people across almost 40 countries.

Why Medpace?:
When you join Medpace, you become part of a team dedicated to supporting the development of ground-breaking drugs and devices. Our employees provide hope for those living with debilitating diseases. We invite you to be a part of something that is impacting millions of people around the globe while enjoying a competitive total compensation and benefits package and internal growth opportunities.

**Organic Growth**:
***Medpace is continuing to grow in all areas globally and has built an expansive research campus at its headquarters in Cincinnati, OH. In 2020, Medpace opened a new seven story building that is approximately 250,000 SQFT. In total, the headquarter's campus includes five buildings and approximately 600,000 SQFT. The company also has expanding office locations in Dallas, TX and Denver, CO.

**Perks**
- Flexible work hours
- WFH opportunities - Hybrid model
- Career development
- Annual salary review
- Meal vouchers
- Working environment: join a mot