Facilities Executive Lisboa

Facilities Executive
Lisboa
Lisboa, Lisboa, Portugal

Responsibilities

• Conduct weekly inspection of the entire office space and report any issues to the workplace manager.
• Responsible to manage the office security such as visitor access, employee access and maintain the checklist for access card activation and reactivation.
• Responsible for managing the office services such as office cleaning, potted plant, pest control, etc.
• Coordinate and monitor activities of contract suppliers, manage vendor relationships and ensure the signed contract checklist update regularly.
• Assist the workplace manager in managing the coworking clients which includes managing the booking system, liaise with finance for issuance of invoices, communicate with clients, etc.
• Assist workplace manager in managing the procurement activities such as issuance of Purchase Order, Received Goods and Services and Payment of Invoices.
• Provide front desk services at a reception counter, mailing and courier services, stationery supplies for the office and answering telephone calls for company general lines.
• Manage travel arrangements which includes transportation, accommodation and liaise with the hotel for corporate discounts.
• Manage the pantry services such as maintain the beverages inventory, replenish the beverages, liaise with vendors, etc.
• Ensure food storage organizers, utensils, plates, cups etc. is provided to each pantry area.
• Provide sufficient supply of groceries such as dairy products, coffee beans, drinking water, biscuits, bread, fruits, cereal etc.
• Support other workplace administrative tasks as assigned by the supervisor as an when needed.

Qualifications

• Minimum 1 - 3 years’ experience in Facilities / Administration / Workplace Assistance / Procurement Assistance.
• Good in MS Office (MS Word / Excel / Power Point).
• Good communication and negotiation skills.
• Good planning and organizational skills.
• Possess good problem analysis skills and able to make decisions.
• A ‘can do’ attitude in facing challenges and problem solving.
• Customer service orientation and team player.
• Able to communicate and write in English.

Education

• Bachelor's Degree or Diploma in Property Management, Real Estate, Business Administration, or a related field.

Remarks

• We will require this person to work in the office
  - day a week.