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.

Key Responsibilities:

• Responsible for Management Support for travel coordination and organization liaising with travel coordinators both local and regionally, including 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 and 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, maintaining and recording relevant documents such as Business Travel Proposals and invoices.
• Manages the ‘Travel Security’ communication and acts 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 events by specifying the requirements and specifications as per department protocol.
• Designs, drafts, and implements SOPs within the assigned area of responsibility; follows required process for agreeing on changes in SOPs and updates as necessary.
• Pillars to support regionally include:
• Sustainability focus: Data collection for Environmental reporting and roll out of initiatives.
• Group Insurance Management: Control and maintenance of all insurance policies and adaptations.
• Health and Safety: Coordinating and upgrading activities on sites as required by local regulations.
• 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 business importance.
• Strong initiative with the 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.