Facilities Junior Specialist

at  ING

We are looking for you, if you:

• have at least 1 year of experience in Facilities, property maintenance or similar,
• have ability to work effectively in a fast-paced environment and handle multiple tasks,
• have a positive attitude towards internal customers and their needs,
• actively seek for improvements & innovations,
• are problem-solving oriented,
• can cooperate well with both your own team members and other teams,
• have strong verbal and written communication skills to interact with internal clients (office employees),
• have very good knoledge of the MS-Office tools,
• have full professional fluency in English (written and spoken).

You’ll get extra points for:

• at least 1 year experience working in office support teams,
• experience working with ticketing systems related to office or property maintenance,
• ability to preapre advanced reports in Excel,
• experience in preparing and executing guidelines for office workers,

Your responsibilities:

• care and supervision over the well condition and functioning of the rented office space and parking spots for employees,
• constant cooperation and supervision over external companies, among others, providing cleaning services, technical maintenance, reception and office space protection, greenery maintenance, coffee-making facilities, water distributors, etc.,
• cooperation with the Landlord to properly maintain the tenant’s office space in proper technical condition in accordance with the tenant’s requirements,
• handling of failure requests concerning office space and equipment,
• support in planning and organising modernisation, improvement and reconstruction of office space,
• planning, budgeting and settlement of costs related to office space, including utilities, as well as verification of employee lists for the purposes of settling employee benefits (company subsidy for public transport),
• keeping and archiving documents concerning office space and equipment, including technical documentation, protocols, instructions, guarantees, etc,
• support in the organisation of events (meetings, workshops, training, etc.),
• cooperation with internal units, including Real Estate, Finance, Communication, HR, Network Infrastructure, IT Support,
• coordination of the tenant’s fire protection activities, including the organisation of training for employees and the organization of test evacuations,
• creating instructions and guidelines for employees related to the proper use of office space,
• preparation of reports and summaries related to the maintenance of rental space, including reports on utility consumption and CO2 emissions.

Information about team:
We are a support team that looks after office space, parking spots, furniture and other devices and services related to the functioning of the office. We handle failures and ensure that the equipment and space are fully operational. We also provide some employee benefits and handle employee travel and the company fleet. We need you to support the Facilities&Travel Desk team for our new office in Warsaw. The Facilities&Travel Desk team is part of the Supporting Functions Area.
The role naming convention in the global ING job architecture will be “Facility Management Supervisor III”

• care and supervision over the well condition and functioning of the rented office space and parking spots for employees,
• constant cooperation and supervision over external companies, among others, providing cleaning services, technical maintenance, reception and office space protection, greenery maintenance, coffee-making facilities, water distributors, etc.,
• cooperation with the Landlord to properly maintain the tenant’s office space in proper technical condition in accordance with the tenant’s requirements,
• handling of failure requests concerning office space and equipment,
• support in planning and organising modernisation, improvement and reconstruction of office space,
• planning, budgeting and settlement of costs related to office space, including utilities, as well as verification of employee lists for the purposes of settling employee benefits (company subsidy for public transport),
• keeping and archiving documents concerning office space and equipment, including technical documentation, protocols, instructions, guarantees, etc,
• support in the organisation of events (meetings, workshops, training, etc.),
• cooperation with internal units, including Real Estate, Finance, Communication, HR, Network Infrastructure, IT Support,
• coordination of the tenant’s fire protection activities, including the organisation of training for employees and the organization of test evacuations,
• creating instructions and guidelines for employees related to the proper use of office space,
• preparation of reports and summaries related to the maintenance of rental space, including reports on utility consumption and CO2 emissions