Facility Management Assistant
Description
Role/Overall objectives:
The Facility Management Assistant, under the supervision of the Office Operations Manager, is tasked with ensuring the efficient and effective delivery of facility services. This role serves as the primary contact for facility-related inquiries and is instrumental in managing office and equipment operations, tracking expenses, and coordinating with external vendors. Additionally, this role is responsible for managing reception duties, handling postal and courier services, overseeing visitor registration, administering the booking system, assisting with meeting organization, ordering catering for internal events, and managing visitor badges. The assistant is also expected to handle any ad-hoc tasks assigned by the supervisor.
At INNIO we offer you:
- Young & supportive team - in a fast-growing international business environment
- Learn & develop yourself - help you craft your career path with (INNIO learning, free language courses according to business needs)
- Hybrid working - 50% Office, 50 % Home Office with flexible working hours
- Cafeteria package with various options - SZÉP Card, Cash option, Nursery & kindergarten support
- Medicover Spring White Package- from the first day of employment
- Easily accessible location - in the heart of the most vibrant campus area in Budapest (location: 13rd District, easy to approach by Metro Line 3)
- Take a break - Recharge your batteries with free coffee and tea selection in the kitchen area
- Live an active lifestyle – activate your AYCM pass
Key Accountabilities/ Execution:
- Regularly inspect devices, structures, and systems to identify repair and renovation needs, and arrange for necessary repairs and maintenance.
- Ensure adherence to health and safety regulations.
- Follow EHS rules and warn others to follow the rules and immediately report the incidents and near misses as required.
- Monitor meeting rooms and other office areas for potential repairs or renovations.
- Replenish office and kitchen supplies as needed.
- Maintain accurate records of regular and incidental facility expenses.
- Keep an updated record of invoices from external partners such as suppliers.
- Research and recommend new services and appliances to enhance operations.
- Assist with budget requests, analysis, and reporting.
- Support in measuring and reporting key performance indicators in line with service level agreements.
- Track and update employees on the status and upcoming actions of their requests.
- Manage reception duties, including handling postal and courier services, overseeing visitor registration, and managing visitor badges.
- Administer the booking system, ensuring efficient scheduling and utilization of resources.
- Assist with the organization of meetings and order catering for internal events.
- Further tasks not involved in this Job Description that the immediate leader/manager assigns with verbally or in writing.
Qualifications/Requirements:
- Proven experience in a Facility Management role, preferably in an international setting.
- Fluency in both spoken and written Hungarian and English.
- Demonstrated creativity in devising solutions for service delivery.
- Proficiency in MS Office applications like Outlook, Excel
Expected Characteristics:
- Excellent interpersonal, presentation, and inspirational skills with a strong customer focus
- Strong oral, written and telephonic communications skills both in English and Hungarian
- Pro-active and proven approach to structured problem solving
- Excellent communication skills, also in technical context and sometime complex situations
- Self-motivated, and ability to handle multiple priorities
- Ability to perform in a team environment – team player