Assistant to Head of Facility Management

We are currently seeking a proactive and detail-oriented Administrative Officer in Facility Management (FM) to support the efficient operation of our department. This role involves a variety of administrative and coordination tasks to ensure the smooth functioning of internal and external operations.

Your role

Key Responsibilities

• Correspondence: Manage external and internal correspondence in English and German, including confidential documents, communication with municipal authorities, and firms.
• Personnel matters in FM: Support with preparing confidential performance assessments, updating of job descriptions and preparation for recruitment process and coordination with Human Resources.
• Time Scheduling: Coordinate and maintain time schedules.
• Travel Coordination: Handle travel coordination and bookings for FM and Building Maintenance (BM), ensuring all travel arrangements are made efficiently and promptly.
• Meetings Coordination: Plan and coordinate internal and external meetings, ensuring all logistics are in place.
• Building/Refurbishment Projects: Assist in the administration of ongoing building and refurbishment projects.
• Invoice Processing: Processing project-related purchase requisitions and incoming invoices in the ERP system, currently SAP (later Workday) in preparation for payment by the Accounting Department.
• FM Sub-Division Liaison: Administer communication and pre-processing of invoices between sub-divisions of FM (Lab Kitchens, Cleaning, Security, Gardening).
  
  

Backup For Administrative Officer In BM During Annual/sick Leave

• Helpdesk: Serve as the first point of contact for BM-related inquiries, providing prompt assistance and support.
• Access Management Systems for Staff: Manage access to buildings and rooms for EMBL staff using C. CURE 9000 and issuing electronic keys with CLIQ Web Manager. Specific door programming for internal events, courses and conferences.
• Key and Card Access for Firms: Provide firms/technicians with card access and keys to technical areas.
• Service Request Management: Monitoring of service requests in BM, ensuring that issues are logged, prioritized, and addressed in a timely manner.
• Invoice Processing: Processing of invoices related to BM services, in preparation for payment by the Accounting Department.
  
  

You have

• Proficiency in both English and German, with excellent written and verbal communication skills.
• Strong organizational and time management skills and the ability to manage multiple tasks efficiently.
• Experience in administrative tasks, coordination, and working with ERP systems.
• Ability to handle confidential and sensitive information with discretion.
• A proactive approach with attention to detail, high motivation, friendliness and a service-oriented personality.
• Flexibility and the ability to work in a team.
• Several years of work experience in an administrative support role, preferably in facility management or a related field with knowledge and hands-on experience of MSOffice applications.
  
  

You may also have

• Several years of work experience in an administrative support role, preferably in facility management or a related field with knowledge and hands-on experience of MSOffice applications.
  
  

Contract length: Onrolling (EMBL Ancillary contract)

Salary: Grade 4

Was wir bieten

• eine lohnsteuerfreie übertarifliche Vergütung
• stimulierendes Arbeiten in einer etablierten mehrsprachigen Einrichtung in einem sehr interkulturellen Umfeld
• die Möglichkeit, eigene Erfahrungen und Initiative einzubringen als Teil eines hoch kompetenten und engagierten Multiprofesionellen Teams
• regelmäßige Team Meetings und kollegialen Austausch
• eine gute Verkehrsanbindung mit eigenem Shuttle Bus (EMBL - Heidelberg Altstadt)
• attraktive und vielfältige Verpflegungsmöglichkeiten in der EMBL Food Services Kantine, ein Job-Ticket
• 30 Tage Urlaub und die Möglichkeit Urlaub flexibel über das ganze Jahr zu nehmen
  
  

Über uns

Das Europäische Laboratorium für Molekularbiologie (EMBL) ist eine der weltweit führenden Forschungseinrichtungen. Neben dem Hauptlaboratorium in Heidelberg (Deutschland) unterhält das Institut Standorte in Barcelona (Spanien), Hinxton (Europäisches Bioinformatik-Institut, Großbritannien), Grenoble (Frankreich), Hamburg (Deutschland) und Rom (Italien).

EMBL stellt nach dem Prinzip der Chancengleichheit ein und ermuntert alle Kandidatinnen und Kandidaten, ihre Bewerbung einzureichen.