Office & Facilities Coordinator

Location: Garching
Work Arrangement: 5 days/week onsite
Department: BEF / Office & Facilities

Role Purpose

The Office & Facilities Coordinator ensures the efficient operation of the Garching office by managing day-to-day facilities activities, supporting employee lifecycle processes, and providing administrative assistance to internal stakeholders. This role acts as a key point of contact for employees, visitors, and vendors, ensuring a well-organized, safe, and compliant work environment.

Key Responsibilities

1. Office & Facility Management

• Oversee daily office administration, including reception duties, mail handling, and office supplies management.
• Manage visitor reception and registration processes.
• Distribute and track parking lot cards, office access keys, and related documentation.
• Coordinate meeting room catering and onsite service arrangements.
• Monitor general office conditions and coordinate regular maintenance and repair work with external vendors.
• Maintain facility-related processes, records, and documentation.
• Support during internal and external audits in the Facilities area, ensuring accurate documentation and compliance with company guidelines.

2. Employee Lifecycle Support

• Provide administrative support during the onboarding process, including preparation of access, materials, and documentation.
• Support the leaver process by coordinating return of equipment, access deactivation, and required paperwork.
• Process internal requests for corporate credit cards.
• Process internal requests for long-term rental cars, ensuring adherence to relevant policies.

3. Health & Safety Administration

• Distribute health check-up documentation to employees and maintain associated trackers.
• Support ongoing Health & Safety tasks in collaboration with the responsible team, ensuring compliance with company requirements and legal standards.

4. Additional Administrative Support

• Provide coverage for the Subcon Manager DE, including handling associated administrative tasks during absences.
• Offer general ad hoc administrative support to BEF and other internal stakeholders as needed.
• Support tasks related to the employee leasing licence, including maintaining accurate documentation and compliance with regulatory requirements.

Requirements

• Full-time onsite presence (5 days/week) in the Garching office.
• Strong organisational skills with high attention to detail and the ability to manage multiple tasks simultaneously.
• Excellent communication and interpersonal skills.
• Reliability, discretion, and a proactive, service-oriented attitude.
• Previous experience in office management, facilities coordination, or administrative support is an advantage.
• Fluency in both German and English (written and verbal).