Senior Facilities Specialist

Job Overview:

The Facilities Specialist is responsible for the day-to-day operation and coordination of workplace services for the Munich office. The role maintains a safe, efficient, and well-organized working environment while supporting employees through office services, purchasing, fleet and bicycle leasing administration, health and safety programs, and local events.

Job Responsibilities:

• Coordinate office cleaning services, associated vendors, and building maintenance activities.

• Manage caretaker activities and act as the primary liaison with property management and building caretakers.

• Manage workplace amenities and office supplies, including beverages, snacks, stationery, and business cards.

• Coordinate national and international shipping and courier services.

• Administer Pluxee vouchers and prepare monthly payroll reporting for company cars, bicycle leasing, commuter benefits, and employee vouchers.

• Organize internal office moves and workspace reconfigurations.

• Coordinate the maintenance, repair, and replacement of office furniture, equipment, and plants.

• Arrange catering for meetings, training sessions, customer visits, and internal events.

• Create and manage facilities-related purchase requisitions and purchase orders in Coupa, including vehicles, bicycles, fuel cards, benefits, office supplies, food and beverages, furniture, and equipment.

• Coordinate vendor onboarding, maintain supplier relationships, and liaise with Accounts Payable, Global Shared Services, and internal stakeholders.

• Coordinate vehicle orders, leasing processes, returns, exchanges, contract renewals, accidents, seasonal tyre changes, fuel cards, and fleet documentation.

• Guide employees through the JobRad bicycle leasing process, including orders, Coupa entries, records, and accident, damage, or theft cases.

• Act as Safety Officer for the Munich site (completing the required certification if not already held) and support compliance with workplace health and safety requirements.

• Coordinate safety equipment, emergency preparedness measures, health days, vaccination programs, and G37 occupational health examinations for screen-based work.

• Plan and coordinate local employee events, including logistics, vendors, catering, communications, and onsite delivery.

Job Qualifications:

• Experience in facilities management, office administration, workplace services, or a related field.

• Strong organizational skills and the ability to manage several priorities at once, with excellent attention to detail.

• Experience working with vendors, external service providers, and procurement processes.

• Strong verbal and written communication skills in German and English.

• Proficiency in Microsoft Office applications.

• A practical, customer-focused approach and the ability to work independently and adapt as priorities change.

Additional Skills/Preferences:                     

• Familiarity with purchasing systems such as Coupa.

• Experience in fleet administration or employee benefit programs.

• Health and Safety certification, or willingness to obtain the required certification.

• Strong stakeholder-management skills and a service-oriented mindset.

Additional Information:

• The role works closely with employees, vendors, property management, building caretakers, Accounts Payable, Global Shared Services, and other internal stakeholders.

• The position combines office and workplace management (30%), purchasing and Coupa administration (20%), fleet management (20%), bicycle leasing administration (10%), health and safety management (10%), and event coordination (10%).

Check what we can offer you:

• Competitive salary

• 30 days holiday per year

• Group Pension Plan

• JobRad

• EGYM Wellpass

• Lunch vouchers

• 5 days paid time to volunteer to give back to our communities

• Employee Stock Purchase Plan

• The opportunity to work for a Great Place to Work© & Fortune 100 organization