Facilities Assistant

vor 1 Tag

Berlin, Berlin, Deutschland Cantor Fitzgerald Vollzeit 30.000 € - 45.000 € pro Jahr
Description

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

  • 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 

WORKING CONDITIONS: 

  • Normal working conditions with the absence of disagreeable elements

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