Workplace & Facilities Coordinator; m​/w​/d

Workplace & Facilities Coordinator (m/w/d)

- 24-month fixed-term contract-

The Workplace & Facilities Coordinator (m/w/d) plays a key role in ensuring smooth operational, administrative, and sustainability processes across office and facility spaces. Reporting to the Workplace & Facilities Director, this role supports daily facility interventions, vendor coordination, administrative tasks, sustainability reporting, and operational communications across multiple Maisons.

• Intervention Coordination: Coordinate routine maintenance, service interventions, and repairs across Maisons.
• Asset Management: Support the facilities team with asset inventory management, tracking, and auditing when required.
• Service Quality: Work closely with internal stakeholders and external service providers to ensure high-quality, timely resolutions to facility issues.

• Inbox Management: Continuously monitor and manage the main Workplace & Facilities (W&F) generic email inbox.
• Ticket & Query Handling: Ensure prompt, professional responses to requests, delegate actions to appropriate team members or vendors, and follow up to provide feedback to stakeholders.
• Reception Coverage: Provide reliable reception cover during lunch breaks (approx. 3 times per week), ensuring a warm welcome for guests and seamless front-desk operations.

• Energy Tracking: Record and report regular utility meter readings; maintain precise documentation of energy consumption and future forecasts.
• Reporting: Support the preparation and submission of CSR and sustainability reports (e.g., EAR, EKOKOM).
• Tender Management: Assist in or manage tender processes for sustainability initiatives or facilities contracts as needed.

• Financial Admin: Handle administrative tasks related to facility operations, including processing invoices and generating Purchase Orders (POs).
• Vendor Management: Assist in maintaining vendor contacts, checking service delivery, and processing operational documentation.

• Experience: 2+ years of experience in Facilities Management, Workplace Services, Administration, or a related field.
• Skills: Strong organizational and multi-tasking abilities. Excellent written and verbal communication skills. High attention to detail (especially for administrative tasks and energy data recording). Customer-oriented mindset with strong problem-solving skills.
• Tools & Software: Proficiency in MS Office (Excel, Outlook, Word). Familiarity with ERP systems (e.g., SAP) and ticketing tools is a plus.
• Languages: Professional working proficiency in German and English.