Workplace Services Coordinator

The Team:

The WPS Coordinator, Facility Services, is an integral part of a global Workplace Services Team, based out of our Munich Headquarters.

You are reporting into the Workplace Services Senior Manager and working closely with the WPS Coordinator, Hospitality & Event Services, who will act as your replacement. 

You will lead a small team of Facility Services Contractors like Handyman and Day Cleaner. 

The Role:

As an integral part of the Munich Workplace Services team, the WPS Coordinator, Facility Services, oversees the following areas, ensuring a 5-star employee and customer experience every day throughout the entire office:

• Facility operations incl. building maintenance
• Office maintenance including PPM (planned preventive maintenance) & janitorial services
• Maintenance of all MEP (Mechanical, Electrical, Plumbing) assets that are non-IT equipment
• Plant care
• Space Planning
• Local Office Security operations
• Health & Safety
• Local budget responsibility

The work you’ll do:

• Facility Services:

  • Facility cleanliness, a show-ready office appearance and functionality, including conference rooms and common areas such as lobbies and kitchens
  • Ensuring plant care as well as the overall "look & feel" in the entire office
  • Local budget responsibility incl. finding cost savings and developing creative ideas - according to the respective need
  • The monitoring of optimal office space planning and provisioning of utilization recommendations including end-to-end project management of office relocations, move logistics, expansions or densifications
  • The implementation of new operational initiatives and effective roll-out to the respective location, autonomous ablement to develop and implement solutions
  • Balancing a wide range of long-term projects to improve the day-to-day operations of your local office
  • The maintenance of our standard operating procedures at your location
  • Partnering with IT and people development teams to deliver a world-class employee experience. This includes the participation and coordination of new hire activities and their furniture and equipment preparation to deliver a high-quality experience from the first day on as well as taking care of providing a smooth transition to leavers
  • Ensure supervision of the execution of services or deliveries by third-party suppliers in the office

  Team Leadership:

  • Management and motivation of a diverse team with varied skill sets being at different career stages, ensuring they are able to provide an excellent level of service to our people and are capable of delivering results on time and with highest quality
  • Identify training needs, organize, prepare and conduct training
  • Evolve operational standards and processes
  • Verifying all work is executed in a timely manner, within budget and at the highest quality level
  • Organize Team Meetings in collaboration with Leadership team
  • Ensure efficient ramp up of new team members and replacements, by maintaining onboarding plans and ensuring they are followed
  • Ensure all checklists and playbooks are regularly maintained (by the team)
  • Collaborate closely with the WPS Coordinator, Hospitality & Event Services to ensure seamless cooperation between the teams

  Vendor and Stakeholder Management:

  • Local vendor Management including contract and relationship management
  • Invoice handling, proposals and other service provider submittals associated with your location
  • Close relationship with the local building management to ensure fully operational offices at all times
  • Maintaining timely, positive and professional communication with stakeholders and our people at all times

  Health & Safety and Security:

  • Ensuring Workplace health & safety of our people by implementing/maintaining/updating our emergency action plans and providing health and safety risk assessments as needed
  • This does include training and any kind of emergency action as required
  • Serving as a main point of contact for building emergencies, including after hours and weekends

The qualifications you need:

• 5+ years of operations and office management experience desired, preferably in a fast-paced tech environment, hotel, or professional services environment with a focus on facility management
• Leadership and administrative skills, excellent IT and AV skills and a basic financial understanding
• Able to find cost savings or to develop creative ideas - according to the respective need
• A high level of service orientation, as well as strong time-management, prioritization and problem-solving skills 
• Ability to operate calmly under pressure and manage competing priorities and to to autonomously develop and implement solutions
• Personal awareness, great communication skills (fluent in German, oral and written; basic English is required) and relationship management skills as well as well-groomed appearance and smart attire, professional body language at all times
• Understanding of continuous improvement methodologies
• Charismatic team player with the ability to coordinate themselves, a sense of humor and eye for detail
• Reliable, accurate and detail-oriented with a proactive Can-Do attitude