Facilities Specialist

Bentley Systems; München; On-site; EUR 20,000 - 32,000; Part time

Job summary

Bentley Systems in Munich is seeking a Facilities Specialist to maintain our office and support the wider EMEA region. You will oversee access control, vendor coordination, and daily operations to ensure a welcoming, productive environment for colleagues and visitors.

Requirements include 2–3 years in facilities or office management, fluency in English and German, strong organizational skills and a proactive, service‑oriented mindset.

Qualifications

• 2–3 years of experience in facilities, office management or workplace operations.
• Fluent in English and German with strong written and verbal skills.
• Excellent customer service mindset and professional communication.
• Strong organizational skills with the ability to multitask.

Responsibilities

• Welcome colleagues, visitors and customers with a professional, friendly first impression.
• Oversee day-to-day operation of the Munich office and ensure smooth facilities running.
• Manage office access control, visitor administration and related tasks.
• Coordinate with vendors, landlords, contractors and service providers.
• Support invoices, purchase requisitions and purchase orders.
• Manage meeting rooms and ensure they are ready for use.
• Assist with health and safety duties and risk register administration.
• Handle post, courier deliveries and distribution.
• Maintain office supplies and amenities.
• Support regional facilities operations across EMEA where needed.
• Participate in office social committee activities to boost engagement.

Skills

Bilingual English & German

Customer service

Office administration

Organizational skills

Vendor coordination

Microsoft Office

Facilities systems

Independent worker

Teamwork

Tools

Facilities management software

Job description

Location: Munich, Germany (Office-based)Working Hours (Part-Time): Monday to Friday, 9:00am–1:00pm (20 hours per week).Position Summary:Bentley’s Facilities team is seeking a Facilities Specialist to support our Munich office and wider EMEA region, reporting directly to the Facilities Manager, EMEA & Americas.This role is responsible for ensuring the smooth day-to-day operation of the Munich office, providing a welcoming and professional environment for colleagues, visitors and customers. Responsibilities include managing office access, coordinating vendors and contractors, maintaining common areas, ordering office supplies and equipment, and supporting general facilities and administrative activities.The Facilities Specialist will also work closely with the Regional Manager to support facilities operations across EMEA, including providing assistance to offices without a dedicated local facilities representative.Responsibilities:Welcome and assist colleagues, visitors and customers, providing a professional and friendly first point of contact.Oversee the day-to-day operation of the Munich office, ensuring facilities and common areas are well maintained and running efficiently.Manage the office access control system, including visitor access and related administration.Coordinate with vendors, landlords, contractors and service providers to support office operations and resolve facilities issues.Support finance and purchasing activities, including processing invoices and raising purchase requisitions and purchase orders (PRs/POs).Manage meeting rooms and ensure they are appropriately maintained and ready for use.Support office health and safety requirements, including First Aid, Fire Warden training and risk register administration.Coordinate incoming post, courier deliveries and distribution.Order and maintain office supplies, stationery and amenities.Manage the distribution and administration of fleet car documentation, including service notifications, fuel cards, insurance and fines.Act as the facilities representative for other EMEA offices where no local facilities colleague is in place.Participate in the office social committee and support activities that promote employee engagement and a positive workplace culture.Qualifications:2–3 years’ experience in a similar Facilities, Office Management or Workplace Operations role.Fluent in both English and German, with strong verbal and written communication skills.A courteous, professional and approachable manner, with a strong commitment to delivering excellent customer service.Excellent organisational skills, attention to detail and the ability to manage multiple priorities effectively.Strong communication skills and the confidence to work with colleagues, vendors and stakeholders at all levels.Proficiency in Microsoft Office and experience using office purchasing or facilities systems.A proactive, analytical and solutions-focused approach, with a positive “can-do” attitude.The ability to work independently while contributing effectively as part of a team.#LI-AK1This is a Office-based role.What We Offer:Step into a collaborative work environment where ideas flourish, and teamwork propels us forward towards shared success.An attractive salary and benefits package.Bentley Impact Day: take a day off from work to volunteer with an organization of your choice.Celebrate milestone achievements and moments that matter through our colleague recognition award programs and our Bentley Achievers platform.A commitment to inclusion, belonging and colleague wellbeing through global initiatives and resource groups.Be part of a company committed to making a real difference by advancing the world’s infrastructure for better quality of life, where your contributions help build a more sustainable, connected, and resilient world. Discover our latest user success stories for an insight into our global impact.Who We Are:Bentley Systems (Nasdaq: BSY) is the infrastructure engineering software company. We provide innovative software to advance the world’s infrastructure – sustaining both the global economy and environment. Our industry-leading software solutions are used by professionals, and organizations of every size, for the design, construction, and operations of roads and bridges, rail and transit, water and wastewater, public works and utilities, buildings and campuses, mining, and industrial facilities. Our offerings, powered by the iTwin Platform for infrastructure digital twins, include MicroStation and Bentley Open applications for modeling and simulation, Seequent’s software for geoprofessionals, and Bentley Infrastructure Cloud encompassing ProjectWise for project delivery, SYNCHRO for construction management, and AssetWise for asset operations. Bentley Systems’ 5,200 colleagues generate annual revenues of more than $1 billion in 194 countries.Equal Opportunity Employer:Bentley is proud to be an equal opportunity employer and considers for employment all qualified applicants without regard to race, color, gender/gender identity, sexual orientation, disability, marital status, religion/belief, national origin, caste, age, or any other characteristic protected by local law or unrelated to job qualifications.