Facilities Assistant

Newmark; München; Vor Ort; EUR 18.972 - 24.552; Teilzeit

Zusammenfassung

Newmark is seeking a committed part-time professional to join our Munich team from 9:00 AM to 1:00 PM, Monday through Friday (20 hours/week). The role focuses on facilities/office management tasks, coordinating documents, desk and meeting room setups, and vendor coordination.

Ideal candidates have strong communication skills in English and German and can multitask while maintaining accurate reports and filing systems. This position may support reception duties as needed.

Qualifikationen

• Facilities/office management and building operations experience preferable
• Excellent communication, written and organizational skills
• Fluent in written and verbal English and German
• Strong ability to multi-task
• Proficient in MS Word, MS Excel, Outlook.
• Ability to work independently with minimal supervision.

Aufgaben

• 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.
• Liaison with landlord representative regarding tenant requested services and/or work orders.
• Compile information, prepare and update reports or process other documents as required.
• 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 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.

Kenntnisse

Office management

Communication skills

Bilingual EN/DE

Multi-tasking

MS Office

Tools

MS Word

MS Excel

Outlook

Jobbeschreibung

We are looking for a committed and professional individual to join our team on a part-time, permanent basis, working Monday to Friday from 9:00 AM to 1:00 PM, totaling 20 hours per week.

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 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 and German
• Strong ability to multi-task
• Proficient in MS Word, MS Excel, Outlook.
• Ability to work independently with minimal supervision.