Facilities Coordinator (Part Time)

We are looking for a Facilities Coordinator to join us at our Graz office.

This person will assist with various office operations by performing general office and clerical duties to support local office facilities and ensure smooth business operations. The successful candidate will report to the Snr FM & RE manager based in London.

About You – experience, education, skills, and accomplishments

• Fluent in German and English, both written and verbal
• Facilities and reception experience
• Experience with general maintenance office activities
• Experience handling regular invoices, including checking and submitting to Accounts Payable
• Driver's license preferred

What will you be doing in this role?

• Serving as the first point of contact for all guests, creating a professional and welcoming environment
• Issuing ID cards and managing building access, adhering to security measures
• Coordinating and overseeing onsite meetings and events
• Arranging social activities, such as Christmas parties
• Managing meeting rooms, including booking, availability, planning, and resolving resource conflicts
• Space planning
• Acting as the contact person for landlord and building management, including cleaning and maintenance teams
• Managing vendors (FM, cleaning, couriers, caterers, etc.), including setup and review
• Communicating with service providers (cleaning, craftsmen, suppliers, couriers, etc.)
• Commissioning repair service providers when necessary
• Answering calls on the main phone line
• Receiving, scanning, and directing mail appropriately
• Overseeing H&S and Fire Safety compliance
• Performing general checks of equipment (kitchen and meeting room) and office supplies (consumables, stationery, etc.)
• Maintaining cleanliness, organization, and stock levels in communal areas (kitchen, reception, stationery)

Hours of Work

This role is 20 hours per week, ideally from Monday to Friday, but flexible. It is a permanent position.