Job Family:

Office Services

Travel Required:

Up to 10%

Clearance Required:

None

Berlin – Office and Facilities Administrator

POSITION OVERVIEW

Reporting directly to the local Office Manager, you will have accountability for our Berlin office and facilities services. You will focus on commitment to drive employee satisfaction, maintaining the office to a high standard and complying with all relevant local Health and Safety requirements. Additionally there is an element of providing administrative support to Management and/or other departmental teams.

As the Facilities Administrator, you will ensure all aspects of office operations run safely and efficiently.

What You Will Do

• Ensure the office is maintained to a high level of standard and presentation while managing or escalating any maintenance issues to the Office Lead
• Respond to employee requests promptly and courteously with a customer service approach
• Meeting and greeting visitors to the office, creating a professional and friendly environment
• Order, distribute and track access keys or transponders and provide monthly reporting
• Advise building security of expected visitors and organising temporary visitor passes when required
• Receive and distribute all incoming deliveries and mail, process outgoing mail and courier packages as necessary
• Help organise client and internal meetings, events and assist with bookings in our Agilquest hoteling system where necessary
• Manage and assist colleagues with the Agilquest workstation booking system
• Respond in a prompt and efficient manner to all facilities related queries
• Oversee cleaning and catering services
• Assist the Office Lead in the event of a building evacuation
• Ensure workstations are set up to the corporate standard, including relevant IT equipment
• Conduct inductions and building tours for new starters
• Assist new starters during their onboarding, including any IT trouble shooting, etc.
• Maintain an adequate inventory of office supplies and cafeteria items and place regular orders to ensure stock levels are maintained
• Keep common office areas stocked and clean, including workstations and meeting rooms
• Operate and maintain a variety of office equipment including copiers, coffee machines, etc.
• Ensure all equipment is working properly, contacting repair technicians when necessary and ensuring proactive maintenance is carried out, for example fire extinguisher annual services
• Proactively identify and remedy office issues that require attention, for example marks on walls, rubbish requiring disposal etc.
• Liaising with vendors regarding goods, services, invoicing
• Provide support to the Office Lead in respect of internal desk or department moves and associated actions in the Agilquest system
• Strategic planning and coordinating activities with the Office Lead as part of any new acquisitions
• Ensure the office is compliant with any local Health and Safety regulations, escalating any issues to the Office Lead
• Provide assistance with ad hoc administrative duties where required

WHAT YOU WILL NEED

• Previous experience in a Facilities / Office administrator role or similar
• High school diploma (e.g. Abitur, A Levels, International Baccalaureate)
• 1 + year of relevant working experience
• A proactive, enthusiastic and dynamic personality to suit a fast-paced office
• Professional, welcoming, friendly and customer service orientated mentality
• Excellent communication skills, both verbal and written in both German and English
• Multitasking and time-management skills with the ability to prioritise tasks
• Good working knowledge of Microsoft Outlook, Word and Excel

 

What We Offer:

Guidehouse offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflects our commitment to creating a diverse and supportive workplace.

About Guidehouse
Guidehouse is an Equal Employment Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ancestry, citizenship status, military status, protected veteran status, religion, creed, physical or mental disability, medical condition, marital status, sex, sexual orientation, gender, gender identity or expression, age, genetic information, or any other basis protected by law, ordinance, or regulation.

If you have visited our website for information about employment opportunities, or to apply for a position, and you require an accommodation, please contact Guidehouse Recruiting via email at [email protected]. All information you provide will be kept confidential and will be used only to the extent required to provide needed reasonable accommodation.

Guidehouse does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Guidehouse and Guidehouse will not be obligated to pay a placement fee.