Facilities Assistant

Newmark; Puteaux; Sur place; EUR 30 000 - 40 000; Plein temps

Résumé du poste

A corporate real estate firm located in Île-de-France is looking for an administrative assistant to support facility management tasks. You will manage receptionist duties, compile various reports, and assist with tenant service requests. Ideal candidates should have experience in office management, excellent communication skills in both English and French, and the ability to multitask efficiently. This position offers a dynamic work environment and opportunities for growth.

Qualifications

• Experience in facilities/office management preferable.
• Strong communication, written and organizational skills required.
• Fluent in written and verbal English and French needed.
• Ability to work independently with minimal supervision.
• Attention to detail is essential.

Responsabilités

• Assist in all administrative aspects of facility management.
• Manage receptionist duties and visitor access.
• Compile and prepare monthly operational reports.
• Monitor Help Desk queries and work orders.
• Assist with hospitality and meeting room configurations.

Connaissances

Facilities / office management experience

Excellent communication skills

Fluent in English

Fluent in French

Strong ability to multi-task

Excellent customer service skills

Proficient in MS Word

Proficient in MS Excel

Proficient in Outlook

Attention to detail

Description du poste

Provide assistance in all administrative aspects of facility management, administration and reporting. Responsible for managing the receptionist’s duties including visitor / employee access, responding to tenant / customer service requests serving a portfolio of corporate properties. Compile and assist in the preparation of, various monthly (and other periodic) property operational, administrative and financial reports. Can also serve as back-up to Post room / Office Services. Administrative duties require broad experience, skill and knowledge of organization policies and practices for a specific group or individual.

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 creating & 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.
• Assist Facilities Coordinator in operational tasks as assigned.
• May assist in vendor invoicing process.
• May be requested to act as a back-up to receptionist in other France client offices.
• 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 AND EXPERIENCE :

• Facilities / office management and building operations experience preferable
• Excellent communication, written and organizational skills
• Fluent in written and verbal English and French
• 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.

WORKING CONDITIONS :

Normal working conditions with the absence of disagreeable elements

NOTE :

The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified.

Newmark is an Equal Opportunity / Aff<...> employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran Status, or any other characteristic protected by applicable federal, state, or local law.