Greece Job Openings

CBRE

Facilities Coordinator

Athens

FULL TIME

September 17, 2024

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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