Facilities Assistant Ref: 31181 Munich Germany

The Opportunity

We are seeking a diligent and organized Facilities Assistant to join our team. As a Facilities Assistant, you will play a crucial role in ensuring the smooth operation of our facilities and contributing to the overall success of our organization.

In this role, you will be responsible for assisting with a variety of tasks related to the maintenance and upkeep of our facilities. This will include general cleaning and maintenance duties, as well as assisting with repairs and renovations when needed. You will also be responsible for ensuring that our facilities are stocked with necessary supplies and equipment and coordinating with vendors and contractors as necessary.

The ideal candidate for this position is a proactive and detail-oriented individual with excellent organizational and problem-solving skills. You should have a strong work ethic and be able to work independently as well as part of a team.

Main Responsibilities

To provide a highly professional and efficient Client Reception and Office Management support service.

Receive and welcome all visitors to reception creating a favorable impression of the company through provision of a professional and friendly initial contact to all visitors, staff and clients.

Ensure that provision is made to answer the telephone switchboard in a professional and timely manner.

Adhere to and work in line with the company security policy, e.g. registering all visitors & contractors onto App space visitor registration software.

Ensure that reception cover and day-to-day responsibilities continue during planned periods of leave and a detailed handover is provided during these times.

Manage the booking of on-site meeting rooms and any associated catering requests.

Ensure that the provision of stationery and office supplies, consumables and catering products are always available.

Sort and distribute incoming mail within and between offices, ensuring that outgoing mail/packages are prepared for courier collections, arranged as required.

Ensure that all reprographic machines remain in good working order, providing a consistent service and troubleshooting where required.

Proactively manage the cleaning provider and general office conditions to the highest standard within the office.

Initiate documented contractor / supplier / team meetings as required to maintain full commitment to service excellence.

Manage planned preventative and reactive maintenance with sub-contractors to ensure the service provided is in line with full statutory compliance.

Create Client vendor set up on behalf of Corporate Properties.

Conduct and commit to timely and regular workplace and safety inspections in line

with Macro Quality, Health, Safety and Environment requirements and maintain good housekeeping.

Ensure strict compliance with Health, Safety and Environment, e.g. ensuring that any incidents or near misses are reported without delay.

Contribute to First Aid, Security, and Fire safety requirements.

Regularly update the site operations file to ensure that all aspects of the Macro Facilities service are documented and current.

Contribute to the provision of reports and information as required for Macro and Client’s Properties.

Work in line with the Client’s environmental policy and initiatives, leading by example.

Remain flexible in terms of out of hours emergency business support and participate in the client’s Business Contingency Planning on behalf of local Facilities.

Additional Site-Specific Tasks for the Client

Ensure all client requests and reactive tasks/maintenance are captured through the Macro FM24 helpdesk and actioned within SLA.

Contribute to site asset listing in line with client expectations.

Attend regulatory client Health & Safety meetings in line with Macro’s Health & Safety service, where required.

Provide a customer focused service and to engender positive client and colleague relationships.

Promote a culture of continuous improvement and a ‘can do’ attitude within the team.

Resolve any problems or complaints, handling all queries within the bounds of own knowledge and experience, but equally taking appropriate decisions about when to escalate issues upwards.

Continually support and promote a team working approach within Macro and the supply partner team.

The job holder should ideally have:

Experience of working as a receptionist / administrator in a corporate environment.

Excellent German communication skills and telephone manner.

Fluent in English Language, both written and spoken.

Able to manage time effectively and manage conflicting priorities.

Strong commitment to delivering exemplary customer service.

Able to problem solve and to take appropriate decision.

Computer literate and able to use standard word processing and spread sheet software.

Familiarity with office network telephony systems.

Experience of working in a Facilities Management operation.

Previous experience of working in an outsourced contract environment.

Certification in Occupational First Aid.

Health and Safety Awareness.

Desk, Screen Equipment Assessor Certification.

Be comfortable using and interacting with social media at a corporate level.

Macro is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all of the criteria below, please apply as you may still be suitable for this role or another role within our organisation. Should you require any adjustments to assist during the application/hiring process please do make us aware.