Facility Manager / Receptionist (m/f)

We are looking for a Facility Management professional (m/f) to support the reception area. Working hours: from 08:00 to 16:00, Monday to Friday (business days). Core Responsibilities: Visitor Management: - Welcome, register, and assist all visitors professionally and promptly - Notify hosts and ensure proper access arrangements - Issue visitor badges and maintain accurate visitor logs - Support occasional employee badge requests Mail & Courier Handling: - Responsible for efficient daily management of incoming and outgoing office mail and parcels Call Handling & Communication: - Answer and route incoming phone calls professionally - Support PV (Pharmacovigilance) calls following process requirements - Handle general inquiries and redirect topics to relevant functions - Maintain telephone etiquette aligned with standards Office Supplies Coordination: - Monitor stock levels of general office supplies - Initiate replenishment orders as needed - Communicate with Facility Management and vendors - Ensure all supplies are orderly and accessible Reporting & Documentation: Reception will maintain the following logs and trackers: - Visitor logs & badge issuance - Daily mail and courier movement tracker - Monthly summary of calls handled - Central mailbox activity summary - Escalation reports for urgent or irregular issues Vendor & Supplier Management: - End to end vendor oversight - Service performance monitoring - Work coordination and activity tracking - PO and invoice processing Work Order & Maintenance Management: - Handle, resolve, and monitor all maintenance requests Requests generally come through: - Email - Direct contact / word-of-mouth - Occasionally through the work order system - Log and document service needs and resolutions Office Operations & Facility Upkeep: - Ensure the entire office and basement areas remain clean, operational, and compliant - Provide front line support for facility-related queries and issues - Coordinate any minor repairs, maintenance tasks, or improvements - Maintain liaison with building management as required Communication & Stakeholder Interface: - Manage service requests, daily communication, and escalations - Communicate with vendors, landlord representatives, and internal teams - Provide updates and reporting on FM activities and safety topics Financial & Administrative Processes: - Manage all PO creation, tracking, and financial processing vendors Oversee: - Purchase Orders - Goods Receipts (GRs) - Invoice approvals - Budget alignment and forecast inputs Reporting & Documentation: Prepare periodic reports on: - Vendor performance - Work order status - Harbour/safety observations - Maintenance activities - Maintain documentation of service requests, contractor activities, and safety findings