Senior Facilities Specialist

IC Resources; Feldkirchen; Presencial; EUR 42.000 - 66.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

30 days holiday per year

JobRad

5 days paid time to volunteer

Descripción de la vacante

IC Resources is seeking a Facilities Specialist for our Munich office to oversee day-to-day workplace services, coordinating office operations, purchasing, fleet administration, and safety programs. You will support employees, manage vendors, and ensure a safe, efficient working environment.

The position covers office services, purchasing and administration, fleet and bicycle leasing, health and safety, and event coordination, with a collaborative cross-functional approach across stakeholders.

Formación

• Experience in facilities management or office services.
• Strong organization and ability to manage multiple priorities.
• Experience working with vendors and procurement processes.
• Strong German and English communication skills.
• Proficiency in MS Office applications.

Responsabilidades

• Coordinate office cleaning, vendors and building maintenance.
• Manage caretaker activities and liaison with property management.
• Handle workplace amenities, supplies and vouchers.
• Coordinate shipping, payroll reporting for company cars and cycling benefits.
• Organize internal moves and workspace reconfigurations.
• Maintain furniture, equipment and plants; arrange catering for events.
• Create and manage purchase requisitions and orders across systems.
• Onboard suppliers and liaise with Accounts Payable and Shared Services.
• Coordinate vehicle orders, leasing processes and fleet documentation.
• Guide bicycle leasing process and safety/compliance with health requirements.
• Act as Safety Officer for the Munich site and support safety compliance.
• Plan local employee events and health days.
• The role blends office/workplace management, purchasing, fleet, bike leasing, safety and event coordination.

Conocimientos

Facilities management

Vendor management

Purchasing

Office administration

Health & safety

Communication (German & English)

Microsoft Office

Herramientas

Microsoft Office

Descripción del empleo

Great opportunity in facilities operations / co-ordination and facilities management - working for a global technology company.

Job Overview:

The Facilities Specialist is responsible for the day-to-day operation and coordination of workplace services for the Munich office. The role maintains a safe, efficient, and well-organized working environment while supporting employees through office services, purchasing, fleet and bicycle leasing administration, health and safety programs, and local events.

Job Responsibilities:

• Coordinate office cleaning services, associated vendors, and building maintenance activities.
• Manage caretaker activities and act as the primary liaison with property management and building caretakers.
• Manage workplace amenities and office supplies, including beverages, snacks, stationery, and business cards.
• Coordinate national and international shipping and courier services.
• Administer vouchers and prepare monthly payroll reporting for company cars, bicycle leasing, commuter benefits, and employee vouchers.
• Organize internal office moves and workspace reconfigurations.
• Coordinate the maintenance, repair, and replacement of office furniture, equipment, and plants.
• Arrange catering for meetings, training sessions, customer visits, and internal events.
• Create and manage facilities-related purchase requisitions and purchase orders in systems, including vehicles, bicycles, fuel cards, benefits, office supplies, food and beverages, furniture, and equipment.
• Coordinate vendor onboarding, maintain supplier relationships, and liaise with Accounts Payable, Global Shared Services, and internal stakeholders.
• Coordinate vehicle orders, leasing processes, returns, exchanges, contract renewals, accidents, seasonal tyre changes, fuel cards, and fleet documentation.
• Guide employees through the bicycle leasing process, including orders, entries, records, and accident, damage, or theft cases.
• Act as Safety Officer for the Munich site (completing the required certification if not already held) and support compliance with workplace health and safety requirements.
• Coordinate safety equipment, emergency preparedness measures, health days, vaccination programs, and G37 occupational health examinations for screen-based work.
• Plan and coordinate local employee events, including logistics, vendors, catering, communications, and onsite delivery.

Job Qualifications:

• Experience in facilities management, office administration, workplace services, or a related field.
• Strong organizational skills and the ability to manage several priorities at once, with excellent attention to detail.
• Experience working with vendors, external service providers, and procurement processes.
• Strong verbal and written communication skills in German and English.
• Proficiency in Microsoft Office applications.
• A practical, customer-focused approach and the ability to work independently and adapt as priorities change.

Additional Skills/Preferences:

• Familiarity with purchasing systems
• Experience in fleet administration or employee benefit programs.
• Health and Safety certification, or willingness to obtain the required certification.
• Strong stakeholder-management skills and a service-oriented mindset.

Additional Information:

• The role works closely with employees, vendors, property management, building caretakers, Accounts Payable, Global Shared Services, and other internal stakeholders.
• The position combines office and workplace management (30%), purchasing and administration (20%), fleet management (20%), bicycle leasing administration (10%), health and safety management (10%), and event coordination (10%).

Check what we can offer you:

• 30 days holiday per year
• JobRad
• 5 days paid time to volunteer to give back to our communities