Administration & Facility Management Specialist

Administration & Facility Management Specialist at ERGO Technology & Services

We are seeking a proactive, organised Administration & Facility Management Specialist to support the smooth operation of our office and workplace facilities. The role involves coordinating administrative processes, managing supplier relationships, overseeing day-to-day facility operations, and contributing to an efficient and well-maintained work environment.

Key Responsibilities

• Supporting smooth office operations, reporting issues, liaising with building management and technical services, and overseeing inspections
• Supporting facility-related safety standards (e.g., signage, access control, reporting issues)
• Cooperating with external suppliers on services and supervisions
• Supporting office space planning and reorganization
• Handling facility-related requests, verifying offers, sourcing new suppliers
• Analyzing, preparing, and monitoring administrative data
• Planning and controlling the facility budget
• Supporting inventory and disposal of fixed and low-value assets
• Identifying and implementing process improvement solutions
• Supporting reception operations
• Assisting teams in organising company-wide events
• Performing other tasks assigned by the supervisor

Skills and Experience Required

• Fluency in English (B2)
• Minimum 2 years of experience in a similar role
• Higher education (administration, technical, or related fields)
• Basic knowledge of building systems (HVAC) and technical documentation
• Good knowledge of MS Office, especially Excel
• Experience in contract negotiations
• Analytical thinking and problem-solving skills
• Strong communication skills and ability to work with teams and subcontractors
• Proactive and independent working style
• Flexibility and ability to adapt to changing priorities
• Electrical certification or experience working at heights – nice to have

About ERGO Technology & Services

ERGO Technology & Services S.A. (ET&S S.A.) was established in January 2021 following the integration of ERGO Digital IT and Atena into one entity, leveraging both companies’ strengths and best practices. As a part of ERGO Technology & Services Management AG, the technology holding of ERGO Group AG, we support millions of internal and external customers with state-of-the-art IT solutions to everyday problems.

In October 2022, ET&S S.A. expanded its scope of operations by creating a Business Services unit to contribute in a new way to the growth of ERGO’s business. Acting as a co-partner and internal consultant, it adds non-IT value and supports the development of the entire ERGO Group, currently offering skills in reporting, analysis, actuarial, and input management. We are committed to fostering innovation and meeting the evolving needs of our clients worldwide.

Discover how we implement AI, IoT, Voice Recognition, Big Data science, advanced mobile solutions, and business-related services to anticipate and address our customers’ future needs.

Key skills/competency

• Facility Management
• Office Operations
• Supplier Management
• Administrative Support
• Budget Control
• MS Office
• Contract Negotiation
• HVAC Systems
• Safety Standards
• Process Improvement