Facilities Specialist

 

 

Location:

Vilnius, Lithuania

 

 

Responsibilities:

• Receptionist tasks:
• Facilities tasks:
   
  Details
• Receptionist tasks includes:
  • Answering telephone calls for the main office line
  • Registration of arriving and departing guests
  • Providing access/entry cards & collection of cards on departure
  • Keeping the internal contact lists up to date
  • Arranging the daily incoming/outgoing mail and couriers
  • Assisting with travel questions and local hotels booking (but not booking any travel or hotels as can be done via concur)
  • Ordering food for office events* if for specific departments, individual departments to raise own PRs.
  • Receiving & sending out packages
  • Sending visitors list out each week

 

• Facilities tasks includes:
  • Managing office /kitchen supplies for offices in the Vilnius & Kaunas e.g. ordering of furniture, business cards, coffee, tea etc.
  • Maintaining record of car parking space database
  • Dealing with Cleaners to ensure office is cleaned to high standard
  • Maintaining record of colleagues seating plan, ensuring room name plates are updated
  • Acting as contact person for local vendors,
  • Assisting in the company mobile phone upgrades
  • Raising Purchase Requistions for facilities and other offices in EMEA
  • Recycling plastic bottles (to be sold to the local supermarket)
  • Assisting HR with Health & Saftey aspects of the office, including working with the independant H&S consultant
  • Point of contact for repair & maintenance of the office equipment (except IT equipment), recording & replacing broken chairs, coffee machine, carpet cleaning etc
  • Being responsible for kitchen, fridge, dishwasher clear out
  • Local archives and filing, and clean up* individual department responsible for documents they want archiving & facilities can organize with vendor for collection/archiving
  • Sending documents/invoices/expense reports to local accountant
  • Emailing invoices to Accounts Payables
  • Assisting with the office move
  • Travelling to Kaunas once a week

 

Requirements:

• Fluency in Lithuanian is a must
• Good level of English is mandatory, another European language (Russian) skills are an advantage
• At least 2 year of experience in a customer service/administrative role
• Good MS Office skills
• Good organizational skills and ability to work/interact with people from all over the world
• Able to work independently (manager is remote)
• Accurate, reliable, team player