Facilities Services Assistant

Madrid - Spain

Monthly Salary: Not Disclosed

Posted on: 10 hours ago

Vacancies: 1 Vacancy

Job Summary

The Brattle Group a privately held global economics consulting firm is looking for aFacilities Services Assistantto join our Madrid Spain office. Facilities Services Assistant (FSA) is responsible for the daily general Madrid office maintenance including but not limited to: serving as initial contact for Madrid employees with facilitiesrelated issues; coordinating repair and maintenance with vendors and building management; coordinating furniture and supply orders; operating mailroom and copy center. This person also provides general office support and collaborates on special projects as needed. The Facilities Services Assistant will pride themselves on providing highquality customer service as well as consistently showing accuracy neatness thoroughness and adherence to the Firms standards.

The FSA must have an understanding of facility operations and systems the ability to organize andprioritize multiple tasks and have demonstrated customer service skills with a wide range of clientscontractors and colleagues.

Some of the day-to-day responsibilities of this role include:

Monitor maintenance needs and action requests
Liaise with building management on all facilitiesrelated issues to ensure efficient cost-effective and timely solutions; escalate internally as needed
Communicate general office notifications (e.g. window cleaning alarm testing elevator issues) provided by the landlord to the office
Coordinate on-site needs with building management including contractor and vendor compliance with building regulations (proofs of insurance access requests notifications and approvals for management and security teams)
Coordinate all service providers and service calls; provide on-site oversight when required
Participate in the vendor selection and vetting process for the Madrid office
Verify vendor invoices for approval; track and follow up on invoice disputes
Schedule repairs and services to ensure clean and safe furniture and equipment year-round; recommend additions or replacements as needed
Request track and administer building-issued ID access cards and Brattle security cards for employees visitors and temps including deactivation for departing employees
Assist the BSSM with Emergency Response and evacuation planning
Support real estate efforts including space remodels office moves and furniture/workstation installations
Serve as first point of contact for visitors and employees
Order catering for office events meetings and clients; maintain pantry inventory of snacks and beverages
Provide basic IT support as needed
Ensure overall readiness and cleanliness of general office space including common areas and conference rooms; support catering set-up and break-down
Brew and replenish fresh coffee throughout the day
Participate in new hire orientation by providing welcome materials conducting office tours and ensuring workstations and equipment are ready
Perform copying binding faxing scanning and materials distribution
Distribute mail and packages; maintain postage machine; order and restock postage supplies
Set up meetings including initiating or accepting video conferences logging into Zoom preparing materials and supporting catering needs
Support marketing initiatives such as client mailings and holiday cards as directed

THE CANDIDATE

Two (2) years facilities/office experience in an office setting preferred
Basic knowledge of Outlook Excel and Word required
Excellent customer service skills and attitude is required
Ability to multitask and work in a fast paced office environment
Must be able to exercise appropriate judgment as necessary
Requires the ability to concentrate and pay close attention to detail
Ability to adapt easily to change expected
Requires the lifting of boxes and moving of furniture up to 40lbs
Perform duties of a confidential nature
After hours/weekend work may be required possible travel
Must be fluent in English and Spanish

THE EMPLOYER

The Brattle Group answers complex economic finance and regulatory questions for corporations law firms and governments around the world. We are distinguished by the clarity of our insights and the credibility of our experts which include leading international academics and industry specialists. Brattle has 500 talented professionals across North America Europe and Asia-Pacific. For more information please visit .

Some of the day-to-day responsibilities of this role include:

Monitor maintenance needs and action requests
Liaise with building management on all facilitiesrelated issues to ensure efficient cost-effective and timely solutions; escalate internally as needed
Communicate general office notifications (e.g. window cleaning alarm testing elevator issues) provided by the landlord to the office
Coordinate on-site needs with building management including contractor and vendor compliance with building regulations (proofs of insurance access requests notifications and approvals for management and security teams)
Coordinate all service providers and service calls; provide on-site oversight when required
Participate in the vendor selection and vetting process for the Madrid office
Verify vendor invoices for approval; track and follow up on invoice disputes
Schedule repairs and services to ensure clean and safe furniture and equipment year-round; recommend additions or replacements as needed
Request track and administer building-issued ID access cards and Brattle security cards for employees visitors and temps including deactivation for departing employees
Assist the BSSM with Emergency Response and evacuation planning
Support real estate efforts including space remodels office moves and furniture/workstation installations
Serve as first point of contact for visitors and employees
Order catering for office events meetings and clients; maintain pantry inventory of snacks and beverages
Provide basic IT support as needed
Ensure overall readiness and cleanliness of general office space including common areas and conference rooms; support catering set-up and break-down
Brew and replenish fresh coffee throughout the day
Participate in new hire orientation by providing welcome materials conducting office tours and ensuring workstations and equipment are ready
Perform copying binding faxing scanning and materials distribution
Distribute mail and packages; maintain postage machine; order and restock postage supplies
Set up meetings including initiating or accepting video conferences logging into Zoom preparing materials and supporting catering needs
Support marketing initiatives such as client mailings and holiday cards as directed