Facilities Coordinator & Office Assistant

Are you looking for your next opportunity?

Sompo has a unique opportunity for a Facilities Coordinator / Office Assistant in Germany.

Location: This position will be based in Munich. You will report into the AVP Facilities & Real Estate in Zürich.

We strive for collaboration which is why we offer a work environment where our employees thrive and develop long lasting careers.

Our business, Your impact, Shared opportunity

What You’ll Be Doing

This job description provides a general overview of the role and responsibilities; however, please note that additional ad hoc tasks and requests may arise as needed to support the team and organizational goals:

Office and Facilities Support

Ensure and enhance the smooth operation of the Munich office and its facilities. This includes the following tasks:

Handle responsibilities related to the client reception area.Maintain a clean, organized, and orderly office in cooperation with external service providers.Ensure that all office facilities are always in good working condition; report and manage maintenance issues with the building owner’s team.Ensure that all new employees have a fully installed and functional workstation upon their arrival, including all necessary equipment and gadgets.Prepare and maintain meeting rooms ready for use – assist in preparing and facilitating external or internal meetings, video conferences, or training sessions.Perform daily maintenance of the coffee machine.Liaise with external office service providers on an ongoing or ad hoc basis.Collaborate with the internal facilities management team (AVP Facilities & Real Estate).Manage access control to the building and employee doors.Remote facilities support for our Cologne and Hamburg offices when needed.Provide back-up support for the facilities person based in Cologne.

Procurement

Ensure Cost-effective Procurement And Efficient Management Of External Providers

Organize and oversee external service providers, manage maintenance contracts.Organize and supervise the procurement of office supplies, beverages, and materials.Verify, confirm, and upload facility-related invoices into the relevant financial system.Support AVP Facilities & Real Estate with contract entries in Novatus.

General Administrative Support

Provide Assistance With General Administrative Support

Manage incoming and outgoing mail and packages.Prepare and issue essential documents, such as confidentiality agreements or release letters

Team Assistance

Team assistance tasks may be undertaken when capacity allows, with the primary emphasis of the role remaining on facilities-related responsibilities.

Manage meetings.Handle expense reports.Manage bookings for travel, restaurants, and hotels.Assist in the preparation of presentations and documents.Provide support with in-office events.

What You’ll Bring

Experience working in a fast paced, dynamic B2B environment - Services, Financial Services or Insurance industry experience is helpful. Ability to multitask, to prioritise and to organise efficiently Demonstrate knowledge in coordination and competence for communication at all levels Excellent command of the English and German language; Proven ability to work with accountability, in a collaborative, team-oriented environment. High computer skills including PowerPoint, Word, Excel, Outlook, and Adobe Acrobat. A high degree of discretion and integrity as the role will involve knowledge of and dealing with issues of a sensitive and confidential nature

Our Benefits

We continuously evaluate and update our benefit programs to ensure that our plans meet the needs

of our employees and their dependents. Below are a few highlights of our inclusive benefit programs:

Expansive Health & Wellness Benefits Generous Retirement & Savings Plans Global Parental Leave & Adoption Assistance

In today’s world, what do we stand for?

We strive to create exceptional value for our clients and shareholders while maintaining Sompo as an attractive place to work. We foster an environment of ongoing, open dialogue between managers and their direct reports, and believe in an organizational environment where everyone belongs. We proudly are a multi-racial, multi-cultural, global enterprise. We reject all forms of racism, bigotry, prejudice and injustice and continue to invest in building out an inclusive and diverse work environment.

About Us

Expert Partners.

Clarity in complexity.

Unwavering commitment.

We’re Sompo, a global provider of property, casualty, and specialty insurance and reinsurance. Building on Sompo Holdings’ 130 years of innovation, we’re committed to applying all of our experience to simplify yours.

Our dedication to you shows up in the care we put in every detail, working to create a frictionless risk management journey for everyone we serve.

We lead with your priorities, meticulously crafting solutions, sharing insights, and understanding your needs.

Around the world, our 9,500+ employees use their expertise to learn, improve and find clear answers for your complex challenges.

Because when you choose Sompo, you choose the ease of expertise. Sompo is an equal opportunity employer committed to a diverse workforce.