• Staff management as well as participation in the expansion of the Facility Team at the Göttingen site
• Control of the infrastructural service provider at the site
• Site inspections and planning of facility activities, as well as inspections required by the authorities
• Implementation of special services (repairs, renovations, etc.)
• In close coordination with the purchasing department, contracting of facility services
• Independent service checks, reclamation tracking, invoice approvals
• Responsible for the ticket system (order coordination) at the site
• Supports the facility manager in budgeting the facility cost center
• Independent monthly audit of the cost center
• Development and implementation of processes in infrastructural FM

Skills: Staff Management, Service Provider Coordination, Site Inspections, Facility Maintenance, Contract Management, Ticket System Administration, Budgeting Support, Process Development.

• Under direction from IT Director, coordinate all maintenance requests of the TF HQ building and serve as point of contact for property management company
• Manage the facility request ticketing system by promptly replying to all requests and escalating as needed to the Sr. IT Manager, including but not limited to the following areas
• Set up and tear down conference room configurations
• Assisting with employee office moves in coordination with the IT team
• Tackling ad-hoc office requests for miscellaneous items such as paint touch-ups, repairing office equipment, changing light bulbs, etc.)
• Maintaining office floor maps
• Oversees the organization and tidiness of all HQ common areas, including but not limited to
• Set up and cover patio furniture each day
• Coordinates and oversees quarterly teak maintenance
• Proactively ensure that excellent housekeeping standards are maintained in common areas (i.e. conference rooms, kitchen/dining areas)
• Delivering and replacing water cooler bottles
• Ensure bi-weekly refrigerator cleaning is communicated 
• Main point of contact for all storage-related items, including inventory, delivery, archiving paperwork, etc.
• Served as point person for all deliveries and facility-related requests for co-founders

Skills: Facility Maintenance Coordination, Ticketing System Management, Conference Room Setup, Office Move Assistance, General Repairs, Space Planning, Housekeeping Oversight, Vendor Coordination.

• Supporting the Head of Estates and other team members in the effective management of the Estates portfolio
• Working with contractors and third parties to meet the compliance requirements of the portfolio
• Support the sites and Estates team in the delivery of strategic projects and delivery plans
• Delivering efficient and effective Estates Services across the Trust, ensuring legal compliance and procedural across Estates practices.
• Use of continuous improvement processes to improve process efficiency and effectiveness and reach customer delivery and satisfaction targets.
• Day-to-day management of contractors through the use of effective systems.
• Ensuring effective communications regarding servicing of assets across the portfolio.
• Identify risks and implement mitigations across all areas of responsibility.
• Liaison with Estates Team in estates servicing led by local teams.
• Coordinating, directing, and planning essential central services such as ongoing maintenance.
• Ensuring the building meets health and safety requirements and that facilities comply with legislation.
• Coordinating and supervising the work of contractors.
• Execution of meetings and special events, including room setup, etc…
• Ensuring high cleaning quality standards are maintained.
• Support seating changes, including moving furniture 
• Be a point of contact with seating management software.
• Managing the operations warehouse, receiving supplies, documentation of the quantities, etc...

Skills: Estates Management, Contractor Coordination, Compliance Assurance, Project Support, Process Improvement, Risk Mitigation, Safety Compliance, Maintenance Planning.

• Contribute fully to public service reform, demonstrating a commitment to delivering excellent public services
• Work to achieve benefits of national scale whilst improving local and regional delivery, recognising that local, regional, and national approaches can all contribute to successful outcomes
• Consistently strive to maximise the public value to be gained from all of assets, local, regional and national
• Develop a partnership working that helps establish a more cohesive system for skills development and skills utilisation for the people of Scotland
• Provided support to the SDS nationwide estate on accommodation matters
• Deal with accommodation issues within designated office maintenance, repairs, purchase of minor assets & Stationary, general housekeeping, meeting room arrangements, etc.
• Provide day-to-day facilities support in designated assigned offices
• Primary point of contact for designated offices desk booking system
• Proficient in the use and functions of the designated office's security entry systems 
• Primary point of contact for assigned offices' audio AV support and maintenance
• Primary person responsible for opening/closing & securing the designated office
• Undertake operation activities to ensure good housekeeping across the above accommodation
• Assist in a pro-active manner to meet the FM requirements of the internal customers at the above accommodation
• Administer FM contracts across the estate, liaising with contractors and regional administrators to ensure delivery to demanding timescales
• Commission and progress chase requests for minor works within SDS properties
• Undertake quality review of minor works and take forward snagging works through contractors 
• Assist Property & Facilities team in identifying & resolving Health & Safety matters
• Provide stand-in cover at various offices within the Glasgow metro area
• Undertaking and participating in procurement exercises up to limits set within SDS’s procurement policy

Skills: Public Service Reform, Regional Coordination, Asset Management, Partnership Development, Facilities Support, Office Maintenance, Security System Management, Contract Administration.

• Manage the ServiceNow system for the EMEA sites and provide “Help Desk” solutions
• Manage the opening and closure of all ServiceNow Work Orders in line with local and global Work Instructions
• Advised and gave instruction for works to be completed, ensuring the information was present and correct for each task
• Manage the weekly ServiceNow Meetings and provide reports to Hard or Soft Services, including critical works and +30day open tickets
• Work in line with site and global QMS
• Preparing and dispatching reports daily/weekly/monthly and quarterly to a high level of accuracy and within GFMS required timeframes.
• Provide guidance and support to new starters or other team members where required, including training sessions related to ServiceNow
• Understanding and Support of KPIs and/or SLAs for selected vendors
• Ensure GFMS WI and compliance expectations are adhered to relating to Storing, Archiving, and destruction of documents
• Serves as primary contact for both internal and external facility inquiries.
• Coordinates access to facilities vendors during business and non-business hours 
• Schedules repairs and maintenance, ensuring that problems are logged and resolved quickly.
• Participates in testing of emergency equipment (i.e. generators, fire pumps, etc.).
• Coordinates invoices and payment requests prior to submission for payment.
• Monitors and maintains contracts for all vendors and building leases.
• Accurately allocate income and expenses to the correct general ledger and cost centers.

Skills: ServiceNow Management, Work Order Coordination, Report Preparation, Compliance Adherence, Vendor Management, Facilities Coordination, Training Support, Invoice Processing.

• Experience with Facilities/Office management.
• Proven ability to manage a variety of requests, prioritize and set goals and meet them.
• Ability to exercise judgment and initiative, practice a high degree of flexibility, operate effectively in a fast-moving environment and multi-task to get the job done.
• Ability to resolve time-critical issues with a high degree of precision and exhibit strong organizational, written, and verbal communication skills.
• Strong organization skills, flexibility and adaptability to meet ever-changing needs with a focus on results
• Proven self-starter and independent worker
• Fluency in English and Chinese
• Ability to multi-task and work under pressure

Qualifications: BA in Operations Management with 5 Years of Experience

• Experience in managing subcontractors, vendors and different services related to office
• Fluent in Polish and minimum upper intermediate English (B2)
• Experience in managing budgets
• Organisational skills to arrange team schedule
• An ability to review and analyse financial data and business reports
• Excellent verbal and written communication skills
• Attention to detail and ability to work under pressure
• Verbal experience in managerial communication

Qualifications: BA in Property Management with 3 Years of Experience

• Prior experience as a Coordinator for a Facilities Provider 
• Experience working with CMMS and BMS (Building Management Systems)
• Ability to pivot in a fast-changing environment
• Strong ability to provide excellent customer service to clients and end users
• Proficient in MS Word, MS Excel, and PowerPoint
• Ability to handle multiple projects simultaneously
• Must be dedicated to the highest quality and customer satisfaction
• Excellent written and oral skills. 
• Strong proofreading and editing skills.

Qualifications: BA in Construction Management with 6 Years of Experience

• Experience using a Maintenance CMMS system 
• Knowledge and experience in managing maintenance schedules, maintenance budgets, and improvements of maintenance plans and must have the ability to execute root cause analyses
• Experience working in a production facility with GMP standards
• Experience with change management documentation and technical writing (SOPs, Nonconformities, Change Controls, etc)
• Strong self-motivator with a commitment to achieve excellence
• Exhibit sound judgment with excellent decision-making, influencing, and negotiating skills
• Knowledge of safety procedures in accordance with WHMIS, OHSA, and local regulations
• Work in a team environment as well as independently

Qualifications: BA in Business Administration with 5 Years of Experience

• Office administration/coordination experience in a similar environment - contracts and or asset administration experience would be ideal
• Strong customer service skills and an ability to work magic with customers
• Works independently with initiative and is a strong team player
• Strong attention and eye for detail
• An outgoing and people-centric personality
• Tech-savvy and able to pick up systems well and work with multiple systems at one time.
• Ability to manage multiple tasks, is action-orientated, and does well under pressure
• A strong communicator who is able to build and maintain effective internal and external relationships

Qualifications: BA in Facilities Management with 5 Years of Experience