Job Description
Facility Specialist role
Purpose of the job: The Facility Specialist is responsible for the security, maintenance and services of work facilities to ensure that they meet the needs of the organisation and the employees.
What the role will involve:
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FACILITY - Managing the technical operation, maintenance and infrastructure of the property- Performing standby duty during out-of-working hours (based on a prior schedule), which can be a telephone service or on-site appearance in cases when it is necessary;
- Understanding of and compliance with all company policies and procedures;
- Organization and maintenance of documents related to property management (technical plans, floor maps, contracts, etc.);
- Coordinating and supervising the work of the maintenance and service provider partner companies;
- Ordering and monitoring warranty repairs performed by the contracted partners;
- Coordinating upcoming electrical, mechanical faults, maintenance and renovation tasks;
- Develop proposals for energy efficiency;
- Certification, allocation and approval of operating costs; monitoring and approving invoices related to rental fees, utilities and other service providers;
- Preparation of basic financial and HR reports;
- Complete project management support for any ongoing projects/reviews as per requested;
- Regular contact with the real estate operator and other tenants within the building;
- Support of Facility Manager in the control of the local budget (Opex and Capex);
- Provide information accurately for the supporting departments (Finance, HR, Purchasing) with the needed information for monthly-end closing and reporting;
- Office facility coordination (facility related open points raised by employees, contact with building maintenance);
- Supervising reception/security service of the office area;
- Preparing presentations and statements as required;
- Supporting actual security matters and campaigns;
- Supporting different audit processes.
CAR FLEET MANAGEMENT!
- Ordering/Return processes;
- Fleet monitoring, including mileage control;
- Contract modifications;
- Car policy - update/review;
- Car related fees, accidents and penalties - complex management;
- Fuel card management.
PROCUREMENT
Involvement in the selection and negotiation phases;
Overseeing and agreeing contracts and providers for services including security, parking, cleaning, catering, technology etc.;
Contract Administration - records management and archiving, regular utilization according current legislations and company regulations;
Manage, monitor and follow up SLAs indicated in contracts.
What is required from the employee:
BSc/MSc degree;
Fluent English and Hungarian both in written and spoken form;
Experience in multinational environment;
Solid organizational skills, ability to prioritize and meet deadlines;
Intermediate use of Excel.
