Facilities Coordinator

September 22, 2023
Offerd Salary:Negotiation
Working address:N/A
Contract Type:Other
Working Time:Full time
Working type:N/A
Ref info:N/A

Title: Workplace Experience Specialist

Contract: Full time

Hours: Full time, 40 hours per week

Location: In-Studio, Bucharest, Romania

Salary: up to 6,000 ron net per month, dependant on experience + 400 ron per month meal vouchers

PTW Bucharest has a fantastic opportunity to join our regional Workplace Experience team. As the first point of contact for our employees and visitors in our Bucharest studio, you will be an engaging, enthusiastic and expert facilitator who is excited about making a difference through providing an exceptional workplace experience.

What you will be doing

As Workplace Experience Specialist, you will play an integral role in the smooth running of our studio and wider region. You will be the first point of contact for visitors and team members alike, as well as being responsible for the organisation of our facilities, administration, procurement, logistics and health and safety.

The responsibilities will include, but are not limited to:

  • Ensure compliance with all policies and procedures, to guarantee a consistent level of customer service is delivered at all times to internal customers

  • Adherence to procurement policy and approval matrix at all times

  • Supplier management, quotes and reviews will be performed
  • Maintain physical security compliance across the studio, by issuing Non- Disclosure Agreements, managing access cards and signing visitors in/out
  • Welcome all visitors, including clients, suppliers and internal employees to the studio with communications regarding visits etc.
  • Provide tours of the facility to comply with our Health & Safety and Physical security policies
  • Direct visitors to the appropriate person/host
  • Answer/screen/forward incoming phone calls – providing accurate information in line with our NDA
  • Receive/sort/distribute mail/deliveries and handle outgoing mail/shipments/customs
  • Complete daily, weekly and monthly checks of the studio and record on tracker any items requiring attention
  • Manage inventory of stock for refreshments, stationery and all other stores including requests from local managers
  • Keep updated records of studio expenses and costs
  • Liaise with cleaning contractor for all housekeeping requirements
  • Process invoices & liaise with Finance as their point of contact for the Bucharest studio
  • Maintain filing and archive systems
  • Prepare management reports as and when required
  • Handle all Workplace Experience Logistics – at times collaborate with other LOB's
  • Be the onsite/offsite employees first point of contact for any facility related issues (including utilities/ infrastructure/furnishings etc.)
  • Ensure meeting rooms are clean, tidy, fully equipped and ready for use. Refreshments to be available - including ordering lunches as requested by local managers
  • Responsible for lockers and key management
  • Some out of hours work may be required when dealing with contractors
  • Produce agendas and distribute minutes of meetings
  • Occasional communications to all PTW Romania colleagues
  • Support Business Continuity Plan requirements
  • Coordinate all front desk activities including ensuring reception area is tidy and presentable
  • Responsible for all administration tasks for the studio including maintaining all necessary trackers
  • Other Workplace Experience duties as requested
  • Requirements

    What we are looking for

  • Exceptional professional with established track record of facilities, administration and procurement roles

  • Previous experience of working in a customer focused environment providing front line support to users of a facility

  • An ability to multi-task at a high pace, at times being hands on

  • Forward thinker with excellent interpersonal skills

  • Reliable and responsible with high level of integrity

  • Strength and proficiency in Microsoft Office Suite: Excel, Word, Visio, Power Point, Word, Outlook, Sway, Project etc.

  • Able to work independently and take initiative to deal with unforeseen problems and circumstances

  • Highly accurate with strong attention to detail across analysis

  • Ability to prioritise and remain organised under pressure

  • Friendly attitude with excellent organizational skills

  • Advanced written and verbal communication skills in English

  • Demonstrate a good working knowledge of H&S

  • Amazing time management skills with ability to prioritize tasks

  • Ability to develop, foster and maintain effective working relationships with internal and external customers

  • Used to working as part of a remote regional team

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