Office Assistans/Facility Coordinator

The mission of the Facility Coordinator is to work closely with the Site Manager to support all facilities activities at the Lund officeand to make sure the internal services are managed and maintained at a professional level. The Coordinator will be the first point of contact for internal and external customers visiting the site.

This role will be responsible for undertaking a variety of day-to-day office tasks, ensuring that the office runs smoothly, supporting other business activities and help employees and guests to get the most out of the facilites. The goal is to ensure that office operations are efficient and add maximum value to the organization.



Office-vibe
* Ensure the offices areas, visitor/reception area and lunch area are neat and representable
* Maintaining a secure and well-functioning work environment
* Greeting visitors & onboarding employees when they arrive at the office
* Assist with bookings of taxi for visitors and Stryker staff
Supportive for the employees in questions and error reports concerning the office and building.
* Together with Site manager arrange company-events such as christmas/summer parties, Town hall events, After-Works etc.
* Be helpful in office related matters such as office decorating, plants etc.
* Act as a liason to suppliers and other external parties
* Provide service and engaging administrative support to Stryker Lund staff

Catering & Conference hostess
* Event- & Conference hostess (order of catering, preparation of conference-rooms, receiving and setting of lunch/dinner)
* Coordination with external vendors
* Coordination of catering and keeping track of the special Holidays that requires arrangements i.e Easter, Christmas, Midsummer, Lucia etc.
* Ordering of food, coffee and cleaning and other office related consumables
* Responsible for regular maintanence being performed, machines refilled and served
* Ensuring that the weekly ordering of i.e fruits and breakfast is made in relation to the number of staff present

Procurement
First contact person for facility related suppliers suchs as Whilborgs, Brandskydd, Securitas etc.
Administrate and handle Jolife agreement with Tele 2 through service and leasing portals
Co-ordinate and keep track of all office equipment both at the office but also in home offices where applicable.
Responsible for purchasing, providing stock and distributing profile products such as, pens, USB sticks, key chains, knives and water bottles and such
Manage the process for all spend related to office expenses
Always seek opportunities to procure in the most beneficial way for Jolife with cost and service as the leading the indicators
Create, order and distribute business cards, name badges etc to employees at Jolife AB.


Mailing
* Managing incoming & outgoing correspondence including mail, e-mail, packages and distributing to staff
*
* Assisting the sales-team in sending packages/samples

Office supplies and refilling of stations
* Monitoring and keeping an inventory of office supplies, papers, etc and ordering new materials as needed proactively

Filing & Archiving of TE& Invoices
* Travelexpenses
* Registration of TE in Concur and Excel
* Respond to inquiries by mail from Stryker staff and managers concerning specific TE
* Archiving

* Invoices to Facility
* Ensuring invoices are correct
* Scanning & distributing to departments concerned
* Respond to inquiries by mail
o Help all departments with archiving activities

Workplace environment
* Show the office as part of employee introduction
* Together with Site manager, HR?, updating and maintainance of administrative policies and processes
* Updating and maintainance of security badge and access assignments
* Ordering repairs for office equipment and maintenance, connecting with and escorting vendors