Senior Specialist, Workplace & Facilities (All genders)

at  Delivery Hero

Company Description
As the world’s pioneering local delivery platform, our mission is to deliver an amazing experience, fast, easy, and to your door. We operate in over 70+ countries worldwide, powered by tech, designed by people. As one of Europe’s largest tech platforms, we enable creative minds to deliver solutions that create impact within our ecosystem. We move fast, take action and adapt. No matter where you’re from or what you believe in, we build, we deliver, we lead. We are Delivery Hero
Job Description
As the world’s pioneering local delivery platform, our mission is to deliver an amazing experience, fast, easy, and to your door. We operate in over 70+ countries worldwide, powered by tech, designed by people. As one of Europe’s largest tech platforms, we enable creative minds to deliver solutions that create impact within our ecosystem. We move fast, take action and adapt. No matter where you’re from or what you believe in, we build, we deliver, we lead. We are Delivery Hero.
We are on the lookout for a Senior Specialist, Workplace & Facilities (All genders) to join the Workplace Team on our journey to always deliver amazing experiences.

Your mission:

• Liaise with vendors and suppliers for office-related services, cultivate partnerships with vendors and contractors.
• Obtain quotes, place orders, goods receipt, and invoice verification using SAP and Ariba.
• Basic cleaning - implement, evaluate and monitor cleaning service standards to maintain high hygiene levels.
• Daycare cleaning - implement and oversee cleaning standards for daycare facilities to ensure a safe and clean environment.
• Security services - develop and analyze security service standards, conduct physical security risk assessments to identify potential security threats.
• Coordinate and schedule additional services such as deep cleaning, special cleaning, window cleaning, and additional security measures as needed.
• Deliveries HUB service - Oversee the HUB processes and internal logistics for food and catering deliveries, shipments, courier services and distribution of office supplies, ensuring smooth operations and cross-departmental support. Implement, evaluate, and monitor service standards for the Deliveries HUB to ensure efficient operation. Conduct regular check-ups with the incoming paper mail team and manage escalations for misplaced parcels and letters.
• Monitor vendor and supplier performance to ensure compliance with company policies and procedures.
• Conduct regular quality and spot checks, service check-ups, and onsite patrols to ensure compliance with health and safety regulations.
• Develop and update service manuals and guidelines, train external staff on office guidelines, policies and best practices.
• Asset management for software and hardware for external employees and services and administration of individual external accounts via Application Manager software.
• Reception / Front / back of house services: Serve as a point of contact for employee queries and concerns, Jira ticket, Slack & email
• Coordinate and re-assign jira tickets related to deliveries, caterings, shipments, night & weekend access
• Cover welcome area / take over in case of illness / vacation
• Financial administration & Contract Management: Expense tracking, assist in submitting accruals, create yearly POs, identify cost-saving opportunities
• Assist in budget preparation and forecast expenditures
• Assist in contracting, tendering, and price negotiations, support processes (e.g. participate in meetings, host onsite visits, prepare and create service specifications, guidelines and define SLAs)
• Identify opportunities for innovation and process improvement, develop and implement strategies to enhance service quality.
• Analyze /utilize data to develop service concepts further and strategies.
• Contribute to office furnishings, construction & moves projects: Define, equip and maintain spots for office equipment (soap, disinfection, fridges, trash bins, whiteboards, office supplies, office equipment, small furniture and inventory etc.
• Check, create and place signage & labels in coordination with workplace strategy
• Reporting & cross-team collaboration: Create overviews, dashboards and reports for team collaboration.
• Regular internal team agreements and meetings.

Qualifications
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You have 3+ years of experience in facilities or office management. Preferably within a similar size office but this is not a must.

• You have fluent English and German skills, and you can communicate effectively and persuasively across a diverse set of stakeholders.
• You are a highly organized, motivated, stress-resistant person, who strives for excellence, is open-minded and has a positive mindset.

Nice to haves:

• You preferably have experience in any of SAP Ariba P2P, Google Workplace , Contract Management tool lawvu, eSourcing tools.
• A big plus if you are health & safety certified or familiar with health & safety regulations in Germany.

Additional Information
Ensuring you and all our Heroes are looked after, happy, and healthy is always on the menu. Because if you’re in good shape, then we’re in good shape.
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Make the most of our hybrid working model and join the team for face-to-face connection and collaboration in our beautiful Berlin campus 2 days a week

• We offer 27 days holiday with an extra day on 2nd and 3rd year of service
• Get moving and release those wonderful, mind-boosting endorphins: Health Checkups, Meditation, Yoga, Gym & Bicycle Subsidy
• Cash. Dough. Cheddar. Whatever you call it, we’ll help you with it: Employee Share Purchase Plan, Sabbatical Bank, Public Transportation Ticket Discount, Life & Accident Insurance, Corporate Pension Plan
• Look up and go for it. We will support you in developing yourself and your career: 1.000 € Educational Budget, Language Courses, Parental Support
• The power of getting together over some food is unrivaled. Here are a few ways to help you do that. All the yum: Digital Meal Vouchers, Food Vouchers, Corporate Discounts

At Delivery Hero, we believe diversity and inclusion are key to creating not only an exciting product, but also an amazing customer and employee experience. Fostering this starts with hiring - therefore we do not discriminate on the basis of racial identities, religious beliefs, color, national origin, gender identities or expressions, sexual orientations, age, marital or disability statuses, or any other aspect that makes you, you. Just be yourself and we can’t wait to see what value you bring to the role. We’re as interested in your character as we are in your talent

Please refer the Job description for details