EIOPA – Facility Management Specialist

The Facility Management Specialist will provide administrative and operational support to EIOPA staff related to office and facility management services, ensuring a smooth running of EIOPA’s office and premises.

Main responsibilities

• Run facility and office management-related processes, such as monitoring the state of the EIOPA premises, steering maintenance and repair activities, commissioning of works and deliveries, and logistical coordination;
• Coordinate meeting-related hospitality and catering services as appropriate including liaising with external service providers in a timely and cost effective manner;
• Administer seating plans, develop staff allocation proposals and organise removals/relocations;
• Implement relevant physical asset registrations and inventory management;
• Provide advice and/or facilitate training to staff members on topics such as floor controlling/fire regulations, occupational safety and health, eco management, and other premises-related topics;
• Collect and analyse relevant statistics, e.g. consumption of consumables, ecological performance indicators, etc. and draft relevant reports;
• Liaise and negotiate with existing and prospective suppliers as well as other external stakeholders;
• Support the contract management for the facility and office management areas (e.g. lease agreement, electricity/utilities, construction works, provision of furniture, services for cleaning/confidential waste disposal, interior gardening, catering, provision of staff beverages, office supplies, stationery, etc.);
• Act as Operational Initiator and/or Financial Initiator for facilities-related budget lines;
• Independently undertake budgeting, forecasting, invoice processing, consumption management activities and support the end-of-year closing of accounts procedures for all facilities-related budget lines;
• Conduct market research, draft specifications and assist the evaluation of facility management-related procurement procedures;
• Contribute to the documentation of facilities-related processes, the formalisation of procedures/policies and the drafting, formatting and proofreading of templates and other governance documents;
• Ensure business continuity for any facilities-related processes and contracts;
• Support the Corporate Services Team Leader in any other facility and office management-related projects and activities;
• Any other tasks as required.