It's more than a job
In an administrative role at Kuehne+Nagel, tasks such as managing office operations or coordinating schedules certainly contribute to your team's success, but they also provide meaningful moments for people around the world. Because your attention to detail supports your colleagues to perform at their best, such as ensuring the timely and seamless transport of hearing aids and advanced medical devices that change lives. At Kuehne+Nagel, our work contributes to more than we imagine.
Job Purpose
- Responsible for service coordination, shuttle booking, meeting room reservations, office services, documentation control, and assisting in ISO compliance through accurate records management and timely reporting.
- Be responsible for excellent employee experience, supports daily administrative and operational requirements and address staff requests/concerns promptly.
Main Responsibilities
Preventive & Predictive Maintenance:
- Assist in coordinating preventive maintenance schedules and vendor services for facility equipment and infrastructure.
Repair & Maintenance Coordination:
- Assist in preparing work permit and gate pass for repair and maintenance activities.
Administrative Oversight:
- Respond promptly to staff requests and resolve facility-related issues efficiently.
- Ensure adherence to company policies and health, safety, and environmental standards.
Onboarding: Manage the supplier staff onboarding for proper guidance on service delivery expectations.
Inventory Management: monitor inventory levels and ensure timely replenishment of facility supplies.
Quality & Process Improvement: Identify, propose, document, and communicate potential improvements to the FM team.
Shift Coordination: assist in coordination with contracted staffs to ensure coverage and availability during all shifts.
Site Projects: Support facility-related projects, including layout changes, renovations, and equipment installations.
Contract Management:
- Manage and monitor vendor performance and ensure it meets agreed service level standards.
- Supervise the performance of the contracted staff such as housekeeping and technical trades / partners.
- Partner with Finance team in ensuring all invoices are accurate and paid on time.
Procurement:
- Prepare and process purchase requests and assist with preparing quotations and tendering contracts ensuring commercial competitiveness.
- Manage facility budgets and coordinate with suppliers for purchasing of supplies and consumables.
Documentation & Records:
- Maintain and ensure all facilities dashboards are updated in a timely manner, such as energy/utilities efficiency and consumption, facility expenses, upkeep/uptime tickets, annual PMS, space utilization, among others.
- Assist in documentation and filing for compliance and necessary permits.
- Maintain accurate records of contracts, service agreements, and supplier performance.
During renovation / improvement / fit-out works:
- Assist in project documentation such as minutes of meeting, inspection reports, variation works, as-built plans, filing system, etc.
- Maintain project schedule by monitoring project progress; coordinating activities; escalate challenges
Qualifications
- Bachelor's Degree in Facilities Management, Business Administration, or a related field
- Apprenticeship/Vocational Training in Smart Office tools or Microsoft Office 365
- Leadership experience (direct supervision preferred)
- At least 1 year of experience in Administrative or Facilities-related work
- Intermediate proficiency in MS Excel
- Willing to work night shifts or extend work hours when required
- Strong communication skills
Who are we
Logistics shapes everyday life - from the goods we consume to the healthcare we rely on. At Kuehne+Nagel, your work goes beyond logistics; it enables both ordinary and special moments in the lives of people around the world.
As a global leader with a strong heritage and a vision to move the world forward, we offer a safe, stable environment where your career can make a real difference. Whether we help deliver life-saving medicines, develop sustainable transportation solutions or support our local communities, your career will contribute to more than you can imagine.
We kindly advise that placement agencies refrain from submitting unsolicited profiles. Any submissions of candidates without prior signed agreement will be considered our property and no fees will be paid.
