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Workplace & Facilities Coordinator

  • Berlin, Germany
  • Workplace Experience/Facilities
  • Added

Description

Facilities Specialist

 

Provides administrative, workplace, and facilities support for designated office and/or regions as required.
The ideal candidate will be a detail-oriented self-starter with strong communication and interpersonal skills, able to communicate effectively with individuals at all levels of the organization.
This role serves as an intermediary between Appian employees and customers, prospects, partners, suppliers and third parties, you will collaborate with teams throughout the organization.

 

Responsibilities:

  • Answer and manage incoming communications. Handle outgoing and incoming mail and deliveries, including the creation of shipping labels.

  • Greet and direct visitors, including customers, prospects, partners, suppliers, third parties and job candidates, providing utmost level of hospitality and ensuring required protocols.

  • Monitor and maintain the office environment, ensuring cleanliness, stocking of supplies, integration of sustainability initiatives, and other required duties.

  • General assistance with travel when required, including hotel bookings, restaurant bookings, flight reservations

  • Tracking of expenses against approved budget items and projects.

  • Coordinate with external suppliers and third parties, for optimum terms on work, supplies, rates and all other expenditures

  • Assist with the coordination, expense tracking, and running of events. Oversee catering and conference room requests, event ticket distribution or other corporate lotteries.

  • Maintain accurate records and database of badging and any other building access requirements for employees.

  • Assist in maintaining physical workstation/office-numbering system, database, floor plans and seating charts using our facilities management tools/software; purchase select office equipment and supplies, controls facility inventory, services and monitors work orders

  • Collaborate with other Workplace & Facilities team members on driving and supporting Appian initiatives. Under the direction of RE & Facilities leadership, coordination and implementation of renovations, improvements, office moves, and other facilities related projects.

  • Ensure security, health & safety procedures are followed throughout the facility

  • May provide executive and inter departmental administration support. Handle special projects as assigned.

  • On-boarding of employees. Duties to include location requirements for health &safety, badging, seating, and other inter-departmental requests. Coordination of off-boarding of employees and collection of property and paperwork as needed.

 

 

Preferred Education & Experience:

  • Demonstrable experience with Workplace and Facilities operations or in a relevant related position

  • Strong and precise organizational, interpersonal and communication skills

  • A minimum of a BS/BA degree

  • Must lead with a strong customer service approach and must work well under pressure

 

Preferred Qualifications:

  • IT skills, including Microsoft and Google Applications