Facilities Assistant

Work Schedule

Environmental Conditions

Job Description

Facilities Assistant (m/w/d)

Location: Germany Munich (Hansastrasse)
Business Unit: PPD part of Thermo Fisher Scientific
Department: Facilities

At PPD part of Thermo Fisher Scientific our mission is to enable our customers to make the world healthier cleaner and safer. The Facilities Assistant provides comprehensive administrative and operational support to the Facilities team contributing to the efficient management of workplace services and ensuring a safe compliant and well-maintained working environment.

This role works closely with Facilities EHS Procurement Finance Human Resources IT Site Leadership and external service providers to support daily operations across the site.

Key Responsibilities

Administrative Support

• Provide administrative support to the Facilities department and when required to other functions such as Environmental Health & Safety HR and IT and to other offices based in other countries.
• Maintain accurate electronic and physical records in accordance with company policies.
• Support office moves onboarding/offboarding office cleaning and kitchen supplies and general workplace services.
• Assist with preventive maintenance planning business continuity and emergency preparedness activities.

Vendor & Procurement Support

• Create purchase requisitions and purchase orders.
• Track invoices and support reconciliation with Finance.
• Maintain vendor documentation contracts and service records.
• Coordinate contractor visits while ensuring compliance with site access and safety requirements.
• Liaise with external service providers to ensure timely service delivery.

Customer Service

• Act as the primary contact for Facilities-related administrative requests.
• Build strong relationships with employees contractors and vendors.
• Communicate workplace updates and maintenance activities while providing responsive customer-focused support.

Minimum Qualifications

• vocational qualification in a commercial hospitality or administrative field

Knowledge Skills & Abilities

• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills in German and English.
• Ability to manage multiple priorities and meet deadlines.
• Strong customer service interpersonal and collaboration skills.
• Proactive adaptable and solution-oriented with the ability to handle confidential information discreetly.
• Strong customer service and hospitality skills with a natural desire to help others.