Facilities and Office Management Assistant (15h/week) (f/m)
Your arena:

Reception and Office Management
  • Welcome guests, visitors, contractors and suppliers in a professional and friendly manner.
  • Maintain a professional service for external and internal enquiries by phone, email and in person. Ensure all enquiries are replied to and/or passed on to the correct person internally.
  • Ensure Reception and phones are covered at all times.
  • Provide services such as room bookings and hospitality services as and when required and ensure that guests are looked after all the time.
  • Provide event preparation services, including liaison with business contacts, room set-up to required layout, provision of associated materials and being on-hand to resolve issues and obtain technical support.
  • Handle and administer mail, postage and courier services.
  • Provide administration and documentation of services, processes and resources. Keep updated records and files.
General Facilities Administration
  • Assist the team with staff and office moves when required.
  • Liaise with building management and contractors and external suppliers as required
  • Ordering stationery, office and kitchen supplies when needed.
  • Obtain quotations for goods/services requested and approved; raise purchase orders
  • Resolve small technical or non-technical issues in the office, such as changing toner cartridges, setting up projector etc.
  • Administer access control system and keep system up-to-date

Health & Safety
  • Organise first aid and fire warden training as and when needed
  • Maintain first aid kits and other equipment related to health & safety
  • Carry out DSE assessments and ensure staff receive relevant ergonomic aides Assist with other requests from time to time as and when required.

Your entrance ticket:
  • Excellent communication skills and experience in handling people in a friendly but professional manner.
  • A can-do attitude
  • Fluent in English and German – written and spoken.
  • Resilient, self-motivated and enthusiastic.
  • Solution-oriented approach to work
  • Ability to keep calm and controlled in emergency situations.
  • Organised with the ability to maintain order in a multitude of situations.
  • Proficiency in MS Office Tools.
  • Smart and professional appearance
  • Previous experience in Office environment/Reception/Customer Service desired.

Your win:
  • We offer a salary of EUR 24.000,-- gross p.a. (40h/week)
  • Modern and dynamic international working environment
  • Multicultural team of very knowledgeable and supportive colleagues
  • Coffee, tea, table soccer and spaces to chill out
  • Perfect location in the heart of the city


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