Facility Manager / Receptionist (m/f)
Novi oglas

Opis posla

We are looking for a Facility Management professional (m/f) to support the reception area.

Working hours: from 08:00 to 16:00, Monday to Friday (business days).

Core Responsibilities:

Visitor Management:

• Welcome, register, and assist all visitors professionally and promptly
• Notify hosts and ensure proper access arrangements
• Issue visitor badges and maintain accurate visitor logs
• Support occasional employee badge requests

Mail & Courier Handling:

• Responsible for efficient daily management of incoming and outgoing office mail and parcels

Call Handling & Communication:

• Answer and route incoming phone calls professionally
• Support PV (Pharmacovigilance) calls following process requirements
• Handle general inquiries and redirect topics to relevant functions
• Maintain telephone etiquette aligned with standards

Office Supplies Coordination:

• Monitor stock levels of general office supplies
• Initiate replenishment orders as needed
• Communicate with Facility Management and vendors
• Ensure all supplies are orderly and accessible

Reporting & Documentation:

Reception will maintain the following logs and trackers:

• Visitor logs & badge issuance
• Daily mail and courier movement tracker
• Monthly summary of calls handled
• Central mailbox activity summary
• Escalation reports for urgent or irregular issues

Vendor & Supplier Management:

• End to end vendor oversight
• Service performance monitoring
• Work coordination and activity tracking
• PO and invoice processing

Work Order & Maintenance Management:

• Handle, resolve, and monitor all maintenance requests

Requests generally come through:

• Email
• Direct contact / word-of-mouth
• Occasionally through the work order system
• Log and document service needs and resolutions

Office Operations & Facility Upkeep:

• Ensure the entire office and basement areas remain clean, operational, and compliant
• Provide front line support for facility-related queries and issues
• Coordinate any minor repairs, maintenance tasks, or improvements
• Maintain liaison with building management as required

Communication & Stakeholder Interface:

• Manage service requests, daily communication, and escalations
• Communicate with vendors, landlord representatives, and internal teams
• Provide updates and reporting on FM activities and safety topics

Financial & Administrative Processes:

• Manage all PO creation, tracking, and financial processing vendors

Oversee:

• Purchase Orders
• Goods Receipts (GRs)
• Invoice approvals
• Budget alignment and forecast inputs

Reporting & Documentation:

Prepare periodic reports on:

• Vendor performance
• Work order status
• Harbour/safety observations
• Maintenance activities
• Maintain documentation of service requests, contractor activities, and safety findings

Vrsta posla: Stalni radni odnos

Potrebno obrazovanje, znanja i vještine

Stručna sprema: Srednja stručna sprema

Minimalne godine radnog iskustva: 1-3

Poslodavac ti nudi

Please submit CV and application letter in English only.