Facilities Officer

Roles and responsibilities

The Office & Facilities Officer will function as an integral part of the Office & Facilities Department and deliver a wide range of support and administrative services to the business. The O&F Officer will carry out administrative tasks pertaining to travel bookings, events, and other tasks related to management-support on a regular basis.

What you bring:

• Responsible for Management Support for travel coordination and organization liaising with travel coordinators both local and regionally. (i.e.) includes providing cost-effective, viable options on travel arrangements and hotel bookings for business trips as per Nextcare standards:
• Travel and event coordination and bookings
• Working on sustainable travel arrangements / Reporting
• Booking and coordination supporting departments business requirements
• Ensuring the Group Travel standards are adhered to and managed accordingly
• Provides guest services by assisting in the travel and accommodation needs of the company guests by providing cost-effective, viable options; liaise with the regional BUs as and when needed; maintain and record relevant documents such as Business Travel Proposals and invoices.
• Manages the ‘Travel Security’ communication and act as a Centralized contact between Managers and Allianz SE Corporate Security in preparation of the ‘Emergency Data Sheet’ and updates with the ‘Travel Bans and Restrictions.
• Drafts the plan for the Events by specifying the requirements and specifications as per department protocol.
• Designs, drafts, and implements SOPs within the assigned area of responsibility; follow required process for agreeing on changes in SOPs and updates the same from time-to-time.
• Pillars to support regionally:
• Sustainability focus: Data collection for Environmental reporting / Roll out of initiatives and follow up
• Group Insurance Management: Control and maintenance of all insurance policies and adaptations
• Health and Safety: Local regulations are now requiring more activity under this pillar and activities on sites need to be coordinated and upgraded
• Awareness programs to support department goals
• Performs other Office and Facility related duties and responsibilities as required.

Desired candidate profile

What you bring:

• Bachelor’s Degree.
• 3+ years of administration experience.
• Knowledge of general office administration procedures.
• Fair knowledge of local regulations and best practices.
• Ability to prioritize work based on the business importance.
• Able to demonstrate strong initiative with ability to work independently and maintain focus under pressure.
• Excellent time management skills.
• Customer-service oriented.
• Impeccable communication skills.
• Sound understanding of general office administration duties.
• Ability to anticipate gaps and work on solutions
• Physically fit to carry out duties.
• Legally permitted to work in the country of operations.
• Fluency in MS Office

What we offer:

Our employees play an integral part in our success as a business. We appreciate that each of our employees are unique and have unique needs, ambitions and we enjoy being a part of their journey.

We are there to empower and encourage you with your personal and professional development ensuring that you take control by offering a large variety of courses and targeted development programs. All that in a global environment where international mobility and career progression are encouraged. Caring for your health and wellbeing is key priority for us. This is why we build Work Well programs to providing you with peace of mind and give the flexibility in planning and arranging for a better work-life balance.