Receptionist/ Facilities Coordinator

The purpose of the role is:
To provide Reception and support on Facilities services to our client.
CBRE Global Workplace Solutions is a leading global provider of integrated facilities and corporate real estate management.
We are recruiting a Receptionist / Facilities Coordinator to join the team located in Bulgaria (Sofia).
The successful candidate will be responsible for providing the operational delivery of all Reception and support on Facility Management services.
Please submit resumes in English.
Responsibilities:
Reception:
Serves visitors by greeting, welcoming, and directing them appropriately.
Notifies company personnel of visitor arrival.
Informs visitors by answering or referring inquiries.
Directs visitors by maintaining employee and department directories.
Facilitate the access control of the colleagues: forgotten/stolen/lost access cards
Issue visitor badges and facilitate the access control of people who come for interviewing; we expect also events as focused interviewing bootcamp
Issue visitor badges and facilitate the access control of the official guests: guest speakers, student practices that will happen regularly, the branding open-days, meetups, etc.
Receive shipments on behalf of the colleagues. Despite the convenience of such a service, we observe an increase of delivery services for the office, which now causes very often interruptions of the virtual meeting and teamwork for receiving a delivery.
Receive office documents and package deliveries on behalf of the site lead, SPM team and Facility team when they are missing
Welcoming the numbers and take care of connecting them with the appropriate contact from the team
Deliver goods received to correct destination/person
Check that printers and photocopiers are supplied with paper and change toner cartridges when required
Monitor and maintain stationery levels
Monitor and maintain snack, soft drinks and coffee point related
Facilities support as defined by line management :
Co-ordinate site waste and recycling arrangements
Carry out statutory fire testing and associated checks with vendor
Co-ordinate with Security and report any faults on access entry system where necessary
Raise and monitor Purchase Orders for goods or services as required, in compliance of business controls at all times
Approve invoices; goods received notes and statements for payment purposes
Complete supplier reviews plus cost control function
Focus on delivery of all FM Operations SLA’s in accordance with KPI & Output measurements
Co-ordinate with FM Operations and Critical Service teams to deliver service level agreements
Work closely with our dedicated Analyst team and provide financial information on a regular basis, Monthly 3rd party cost, forecast, budget, 3+9, 5+7 etc...
Support/Monitor 3rd party maintenance supplier activities when required and report any corrective works arising
Comply with HSE requirements as outlined within the SLA and as instructed by the company policy
Attend and comply one time with mandatory training available on talent coach.
Act as a part of site Emergency team i.e. Fire Marshall, as required for emergency control activities
Report all accidents, occupational illnesses and emergencies in relevant books/documentation
Ensure all contractors, under sphere of control, operate within appropriate SHE processes and client HSE standards
Conduct monthly self-assessment SLA checks in support of quarterly contract performance requirements
Responsible for the image and visual standards of the site/s taking ownership of any issues or concerns
Take ownership and understand customer requirements and be able to demonstrate the ability to close out concerns and ensure customer is kept appraised at all times
Act as deputy in the absence of line management and engage with regional team on various projects (e.g move, new office, office expansion, decommissioning….)
Provide and arrange cover for the FM team as defined by line management
Act as main contact with all vendors either through in-person meetings, emails or by phone, driving costs and efficiencies for the client
In addition to the above mentioned tasks, other activities and responsibilities may be individually defined
Skills required
Strong PC skills, MS Office
Self-motivated and resourceful
Good administrative skills
Well organized and good prioritization and planning skills
Key focus for this role is to ensure that all FM services are delivered in a confident and efficient manner
Service orientated attitude combined with innovative thinking
Aptitude to manage sites remotely
Multi-task
Key experience required
Knowledge and awareness of the facilities management industry
Practical experience in working with supply partners to deliver a seamless, integrated service
Customer services experience and the ability to communicate at all levels

Educational background
Minimum high school graduate
Personal characteristics:
Ability to comprehend, analyze and interpret complex business documents.
Ability to respond effectively to highly sensitive issues.
Ability to write reports and articles in a clear and concise style.
Good knowledge in oral and written English
Be flexible, proactive and customer focused
Be dynamic and have the ability to enthuse people
Strong organizational skills
Previous experience in similar role
Offer:
Competitive salary and benefits
Medical insurance
Transportation allowance
Gym allowance
Employee well-being platform with 24-7 psychological support
Professional, international, experienced team