Workplace Coordinator - Madrid - Real Estate and Facilities
AVEVA
Madrid, Spain
hace 2 días

AVEVA is a global leader in industrial software, driving digital transformation and sustainability. By connecting the power of information and artificial intelligence with human insight, AVEVA enables teams to use their data to unlock new value.

We call this Performance Intelligence. AVEVA’s comprehensive portfolio enables more than 20,000 industrial enterprises to engineer smarter, operate better and drive sustainable efficiency.

AVEVA supports customers through a trusted ecosystem that includes 5,500 partners and 5,700 certified developers around the world.

The company is headquartered in Cambridge, UK, with over 6,500 employees and 90 offices in over 40 countries. Learn more at www.aveva.com.

We take pride in our core values and the diversity of our people, valuing the unique experience and expertise that people from different backgrounds bring to our business.

At AVEVA, we’re all about Limitless possibilities.

Job Purpose : To provide an effective Workplace & Facilities service to the office

Principle Accountabilities :

  • Provide a Front of House service including call handling, meeting / greeting visitors, coordinate conference room bookings / room set up and hospitality
  • Handle & track courier / shipments of goods / documents and ensure proper filing of related documents eg. Delivery Notes, Shipping Invoice
  • To produce processes and policies to support the Global RE&F policies / processes.
  • Supervise office cleaner / janitor to ensure office, meeting rooms & pantry are clean and tidy to portray good corporate image
  • Maintain an agreed level of stock for common stationery items and consumables in stock room and around the site
  • Ensure proper upkeeping and maintenance of office equipment and liaise with building management / landlord’s agent
  • Keep all Health & Safety documentation up to date including Risk Assessments, fire alarms, fire wardens, first aiders etc.
  • Book Health & Safety training when required. Carry out Health & Safety inductions for new employees

  • Undertake facilities office administration, including but not limited to ensuring vendor / supplier paperwork (RAMs) and liability insurance certificates are up to date and held on file prior to any works commencing, maintain maintenance schedule, update facilities asset register, maintain desk occupancy information and updating electronic maintenance records held in sharepoint, vendor / supplier database.
  • Ensure office security including issuing access passes and key management, raising any concerns. Assist in the management of fire alarm, CCTV, door access systems and emergency exit door control panels
  • Ordering of business cards
  • Raise Purchase Requisitions & monitor invoices for office purchases e.g stationery, business cards, furniture, courier, etc following processes designed by the Procurement Team
  • Attend to general building upkeep, to ensure the smooth running of all building facilities carrying out basic maintenance tasks.
  • Support and monitor vendor / suppliers when on site ensuring all jobs are completed to a high standard and within job specification or contract requirements.

  • Support any planned office refurbishments or similar projects
  • Ensure all tasks are carried out in compliance with health & safety legislation, policy and best practice, reporting any concerns or incidents
  • Essential Competencies, Knowledge, Skills and Experience :

  • Be a strong troubleshooter / problem solver
  • Good communications and customer service skills
  • Previous reception and / or Facilities experience
  • Awareness and understanding of Health & Safety Regulations
  • Self-motivating and able to work as part of a team
  • Behaviours :

  • Flexible to deal with any situation
  • Organised and methodical
  • Can act confidentially and with discretion
  • Key Working Relationships :

  • Real Estate & Facilities team members
  • External service providers
  • Colleagues based on site
  • Location lead
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