Job Opportunities in Greece
September 17, 2024
CBRE
Αθήνα
OTHER
Facilities Coordinator
Facilities Coordinator
Job ID
185031
Posted
17-Sep-2024
Service line
GWS Segment
Role type
Full-time
Areas of Interest
Facilities Management
Location(s)
Athens - Attiki - Greece
Responsibilities:
Operations & Sourcing
- Liaise with various Internal or Client departments, provide solutions for miscellaneous requests and ensure operational flow;
- Manage supplier relations, identify process improvements and evaluate the quality of service;
- Administrative duties – document processing, supplier orders, EHS documentation and onboarding presentation for client allocated new hires, supplier contract editing, reporting, etc.
- Develop processes and procedures in order to create an adequate and compliant work environment – internal or client based;
- At the request of the OPS Lead conduct client audits based of specific processes and procedures;
- Pre-sourcing activities (look for suppliers on the market; collect offers, manage purchases);
- Provide support to all FMs and Facility Coordinators with client requests and operational guidance;
- Office onboarding for CORP new joiners – access, office tour, facility procedures presentation, office amenities, technical equipment provisioning, etc.
- Liaise with the travel agency and manage travel arrangements.
- Event management.
- Any reports requested by CBRE and the client.
Finance
- At the request of the finance department manage financial documents (receipt/delivery), create POs in FMP platform, ensure payment terms are abided by and ensure budget alignment.
- Ensure invoice receipt from supplier and follow up in case of any discrepancies.
- Support the finance department in document completion and submission for statutory purposes.
- At the request of the finance department liaise with the external accounting services provider with different inquiries and reports.
Operations & Maintenance
- Provide technical support / assistance, if required.
- Participating in Development, implement and monitor best value practices.
- Suggestions for the Development of customer service.
- Programs, Procedures, Training, and Tools: FM Pulse Assessment Program Deliverables Monthly; KPI reports.
- Manage – oversee the assessment of building systems’ condition
- Assess the condition of the facilities structure, interiors, exteriors, and grounds.
- Conduct facilities inspections. Issue corrective works as needed.
- Ensure engineering team completes the annual review of building equipment maintenance.
- Ensure all corrective work orders assigned to the facilities are completed or re assigned to a vendor for completion.
- Perform Monthly condition / inspection reports and surveys.
- Manage and support fleet operations of client’s vehicles.
- Work orders and requests based on findings.
- Monitor and manage the deployment of services and action requests through the ticketing system
- Proactively ensure general office space is tidy and clean at any time.
- Provide regular reporting of monthly operations activities
- Be the main point of contact of Building management.
- Manage all building services (food services, cleaning, grounds maintenance, supply services)
- Complete vendor / contractor evaluation score for routine services
- Monitor maintenance contractor’s work
- Develop policies and guidelines related to usage and maintenance.
- Be aware of contract services performance
- Provide necessary documentation and certificates to audit processes.
- Assist and organize coordinating with vendors for events, if required.
- Assist during moves and shuffles organizing actions, if required.
- Comply with client’s Compliance, HSE and Security procedures and standards
- Communication with landlord regards to ad hoc/scheduled maintenance
- Conduct interviews for open job positions within the team
- Coordinate client relationship issues such as project proposals, budgeting, service contracts and work orders.
- Manage food subsidy costs for departments cards & external HCs (cost centres, cost approvals)
- Ensured all invoicing and payment processes are completed within specified time.
- Monitor Preventive maintenance schedule and collect the relevant documents
- Negotiation with contractors for ad hoc offers and/or annual agreements
- Overseeing and agreeing contracts and providers for hard and soft services
- Proceed with annual training to permanent on site contractors on emergency and Life Saving Rules
- Follow up quarterly env. KPIs / Environmental reporting and - on monthly – basis water, energy, waste, etc consumption
- Follow up incidents/ accidents/ near miss of contractors and relevant action plans
- Fulfil all the monthly/quarterly/annual reports
- Involved in day-to-day operations, supporting in the implementation of short and long-term projects
- Keep records for budget issues / monthly follow up/ check the common building expenses
- Participate in Emergency team & follow procedures
- Prepare and submit any ad hoc/urgent files
- Prepare and submit the KPIs scorecard
- Manage, follow up and send to the accounting department asset codes (when needed)
Compliance with Codes, Regulations, Policies and Standards.
- Audit and document compliance with codes, regulations, policies and standards.
- Ensure compliance with all QHSE company procedures, codes, regulations, policies and statutory standards.
- Programs, Procedures, Training, and Tools: Deliverables.: As required. All documentation for Authorities
- Having Jurisdiction (AHJ); Quarterly. Audit compliance documentation.
Key experience required
- 2-3 years of experience in a similar role, preferably in a corporate environment
- Excellent command in English both verbal and written
- Client service oriented and brings know-how in client care
- Has a positive, solutions driven attitude and brings added value to the team
- Organized individual with attention to detail
- Communications skills
We offer:
- Contract of employment
- Great work atmosphere and working conditions
- Possibility to learn and grow further with CBRE GWS
- Be a part of interesting international project in dynamic fast-growing company
- Necessary training
- Competitive salary
CBRE GWS
CBRE Global Workplace Solutions (GWS) works with clients to make real estate a meaningful contributor to organizational productivity and performance. Our account management model is at the heart of our client-centric approach to delivering integrated real estate solutions. Each client is entrusted with a dedicated leader and is supported by regional and global resources, leveraging the industry's most robust platform. CBRE GWS delivers consistent, measurably superior outcomes for our clients at every stage of the lifecycle, and across industries and geographies.
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