This position is no longer open for applications

The role will provide support to the Facility Extension Project, as well act as administrative and operational support to the Site Lead, Facility Management and back up for Purchasing related tasks. This position will be located in the Purchasing department and report to Griesheim Warehouse Operations Support Lead and closely work with the Facility Extension Project Team, as well the Purchasing department

Office Administration:

• Visitor Management & continuous improvement of Office Management processes by implementing your own ideas to assure a smooth operation
• Welcoming guests (internal & external) and ensure meeting & training rooms as well as common areas in shape as new
• Manage calendars and ensure meeting requests are tracked and kept up to date
• Manage all catering requests for meeting rooms (with instruction/requests from meeting organisers) and co-ordinating with caterers on site
• Providing professional correspondence with external and internal partners as part of the Facility Extension Project
• Responsible for checking the company PO Boxes on a daily basis and facilitating all shipment deliveries, as needed.
• Ensure that Switchboard procedures and Information policy are adhered to at all times
• Ensuring the Internal Directory is up to date and distributed to relevant contacts
• Maintaining up to date email distributions lists
• Inventory control and ordering of office supplies as well as administration of office supply contracts (i.e. coffee machine, Cleaning company)
• Assist the Team Lead and General Manager to implement compliance related activities or corporate rules
• Support Internal communication process and preparation of training material, documentation and presentations related to Site facility Management
• Assist HR with New Starters, including Facilities related actions
• Assist HR with Leavers, including Facilities related actions
• Monitoring and ordering of stationary
• Manage the company cell phones, the inventories and POs related to cell phones
• Support with company-wide projects (i.e. office move, team events, broadening employee benefits….)

 Facilities:

• Create and manage all PO’s and invoices for facility and office required vendors
• Support fleet in creating and managing annual PO’s and monthly invoices
• Manage on site catering including PO’s and invoices
• Over seeing the day to day running of the office and carrying out weekly spot checks. Taking immediate action when needed
• Monitor car park and regulate on a regular basis
• Monitor desk allocation based on new starters and leavers and work with EAs, in conjunction with nominated Facilities representative, to ensure co-ordinated plan is in place to cater for needs
• Knowledge of relevant systems (i.e. Air Conditioning) and act as local support when adjustments are needed
• Data collection and implementation of KPI Reporting for the areas of EHS and Facility
• Back up for Purchasing related tasks

Education and Experiences:

• Education – Bachelor's degree in environmental science, business administration, occupational safety & health, industrial engineering, or other engineering degree.
• Experience – Five (5) years of relevant Office Management experience and/or 5 years of relevant facilities maintenance experience in a logistics environment.
• Proficiency in Microsoft Word, Excel, and PowerPoint required.
• PMP (Project Management Professional) certification preferred.

Technical Skills Requirements:

• Excellent oral and written in German and English
• Good Interpersonal skills and ability to communicate across different management levels
• Ability to prioritise and coordinate tasks efficiently
• Pro-active and enjoys working autonomously and as part of a team
• Confident and assertive when required
• Understands and appreciates the importance of using discretion
• Excellent personal presentation
• MS-Excel knowledge

Physical Position Requirements:

While performing the duties of this job, the employee is regularly required to sit, use hands and fingers, handle or feel, reach with hands and arms, talk, and hear. The candidate must be physically able to lift (up to 22 kg), bend, stoop, climb and reach.