Facilities Management Assistant

2 maanden geleden

Rotterdam, Nederland LRQA group Voltijd

**Purpose**

To provide administration support against defined procedures with some discretion over priorities of workload. Undertakes a range of administrative activities and resolve queries for internal/external clients within Netherland, Belgium & Germany

**Key Responsibilities**
- Prioritise and process documentation/data/information in accordance with local business requirements and agreed deadlines
- Data filing/entry in accordance with defined procedures
- Support the provision and tracking of local facilities services including but not limited to messenger, photocopying, office consumables, canteen and post services as required
- Work with the key business stakeholders to support the business transformation, and ensuring there is continuity of local administrative support, allowing the business to continue to execute and function in an efficient manner.
- Act as an extended arm for departments outside NL/BL and Germany to ensure internal data transport to stabilise processes
- Responsible for procurement related activities including but not limited to establishing and managing local supplier contracts and the creation and management of Purchase Orders as required.
- Local contact for centrally organised processes with the need for local action, such as contacting local mobile phone contracts, ordering, and distributing local lunch vouchers.
- Participate in local health and safety meetings on a quarterly basis to ensure compliance with local legislation and regulations
- Point of contact for local procurement and facility matters and supporting client care activities
- Provide support for client´s escalations by linking them to the right contact person / department
- Deal with queries and build relationships with internal/external clients, as appropriate
- Administrative support for receiving and distributing local incoming mail
- Support all local facilities related activities including but not limited to statutory & Compliance, Finance, Human Resources, HSES, Procurement and Property matters
- Conduct all activities in line with internal procedures, contractual requirements, cost structures and budgets.

**Experience & Skills Required**
- Able to foresee and solve challenges that may have a broad impact on the wider. Sensitive to needing to manage impacts on colleagues / managing change.
- Positive attitude and willingness to learn tasks related to job activities including but not limited to facilities and procurement administration, hotel and travel administration, finance administration, and the administration of company safety briefing
- Proven influencing skills and ability to work collaboratively, both upwards and at peer level, with functional and business colleagues
- Good knowledge of Microsoft Office products, particularly MS Excel.
- Ability to use own initiative, and with strong organisation capabilities and focus on attention to detail.
- Flexible approach to adjust role as the position develops.
- Strong written and verbal communication skills

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