Job Information
CBRE Facilities Coordinator - 1 year contract in Athens, Greece
Facilities Coordinator - 1 year contract
Job ID
157402
Posted
04-Mar-2024
Service line
GWS Segment
Role type
Full-time
Areas of Interest
Facilities Management
Location(s)
Athens - Attiki - Greece
Role Purpose
A multi functional role which is responsible for overseeing and organizes subcontractors and visits for both Managed and Variable work. A commitment to providing high
quality, value service to customers is essential. Strong well developed skills in customer service and hospitality, flexibility and a willingness to adapt to the changing needs of
the team are also important criteria for this role.
Key Responsibilities
Daily management of the retained partners service, including queries and support.
Ensure subcontractors/suppliers and partners activities are managed in accordance with specific contract terms, monthly reconciliation, billing and that they are fully briefed on the site procedures prior to the commencements of any work.
Source, develop and maintain relationship with suppliers and subcontractors.
Monitor and improve service standards from contractors.
Take responsibility for your own workload and where possible ensure that the target times for each task’s priority are met.
Attend training to develop relevant knowledge and skills
Maintain excellent customer communication to achieve their high expectations.
Provide support to the Facility Management Team as needed.
Assist in floor walks of new staff or visitors.
Help the client with any social event held on the site.
Organize weekly parking spaces for allocated staff members.
Support the EA’s with any food deliveries for VIP meetings and events.
Build a strong a working relationship and cooperation between key stakeholders to ensure a smooth running of the office and teams.
Report to internal stakeholders: payroll, sustainability and HR
Implement projects to improve the quality of KPIs such as time and efficiency, making sure that all the information is transferred to our database and reports.
Space allocation/Sitting plan: Assessing current office space usage, reviewing departmental needs, and coordinating with teams to optimize the allocation of workspaces. This might involve rearranging desks, allocating meeting rooms, and ensuring efficient space utilization.
Working closely with HR to plan for changes in workforce size and space requirements coordinating with IDT to ensure technology infrastructure.
Overseeing big facility related projects, e.g. renovations, expansions or relocation this may involve coordinating with various stakeholders (procurement, security,
EHS , HR etc.) and managing timelines
Communicate to employees (in alignment with HR) any facility related updates (e.g. parking plan etc.), maintenance schedules or any changes to the office spaces
Overseeing and implementing energy efficiency projects and/or recycling programs in cooperation with Sustainability team
Fleet Management:
To manage and coordinate Fleet and its financial performance at end market level following established BAT guidelines and national regulations, in order to comply with Company policies and improve working conditions, following guidelines from line manager within the EH&S and Facilities function.
Duties will include::
Analyze daily and weekly operation and fleet metrics with a macro view of the long term success across the end market, having a complete understanding of the local fleet situation at all times
Report on Monthly basis to the Global Group the total mileage, fuel consumption and average expenditure per month.
Coordinate the delivery of cars and the retention of them due to headcount changes.
Analysing vehicle, policy compliance and areas of improvement with a clear focus on TCO optimization:
Mileage actuals and follow up. Managing contracts: increase/decrease mileage and contract periods, fuel usage tracking report, accident rate, in collaboration with leasers.
Returning costs: calculate additional costs when returning vehicle (repairs not covered by insurance and mileage
Manage contract and coordinate communications with the leasing company.
Coordinate with the leasing company for maintenance planning, routine services and inform the drivers in a timely manner.
Manage fuel cards, epass and ensuring tracking of fuel expenses for each vehicle as per company policy.
Manage record keeping of documentation such as driving licenses, registrations and permits as well as fleet date.
Monitor expenses related to repair and maintenance charges,
Ensure all vehicle related equipment and documentation is available in the vehicles and align with BAT stakeholders.
Required:
EXPERIENCE
Excellent Data Interpretation Skills
Advanced level on Microsoft Office. (Excel and PowerPoint)
Advanced level on SAP and NEO platforms.
Ideal candidate will provide experience in organizing processes, solving internal management doubts, negotiating services with leading suppliers in automotive market; including but not limited to manufacturers, leasers and additional services related to Automotive market
SKILLS
Effective communication skills both oral and written
Team player and proactive attitude
Effective decision making.
Site/facilities management
Effective negotiation skills.
Analytical skills
User knowledge of computer skills.
Flexible and adapting to change and organizational needs
EDUCATION
University degree (desired)
English (both oral and written mandatory), Greek language native skills
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.
Find out more (https://www.cbre.com/real-estate-services/directory/global-workplace-solutions)
CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)