Facilities Assistant (Kaufmännische/r Assistent/in/Wirtschaftsassistent/in - Bürowirtschaft)

Work Schedule
Standard (Mon-Fri)

Environmental Conditions
Office

Job Description

Facilities Assistant (m/w/d)

Location: Germany, Munich (Hansastrasse)
Business Unit: PPD, part of Thermo Fisher Scientific
Department: Facilities

At PPD, part of Thermo Fisher Scientific, our mission is to enable our customers to make the world healthier, cleaner, and safer. The Facilities Assistant provides comprehensive administrative and operational support to the Facilities team, contributing to the efficient management of workplace services and ensuring a safe, compliant, and well-maintained working environment.

This role works closely with Facilities, EHS, Procurement, Finance, Human Resources, IT, Site Leadership and external service providers to support daily operations across the site.

Key Responsibilities

Administrative Support

- Provide administrative support to the Facilities department and, when required, to other functions such as Environmental Health & Safety, HR and IT, and to other offices based in other countries.
- Maintain accurate electronic and physical records in accordance with company policies.
- Support office moves, onboarding/offboarding, office, cleaning and kitchen supplies, and general workplace services.
- Assist with preventive maintenance planning, business continuity, and emergency preparedness activities.

Vendor & Procurement Support

- Create purchase requisitions and purchase orders.
- Track invoices and support reconciliation with Finance.
- Maintain vendor documentation, contracts, and service records.
- Coordinate contractor visits while ensuring compliance with site access and safety requirements.
- Liaise with external service providers to ensure timely service delivery.

Customer Service

- Act as the primary contact for Facilities-related administrative requests.
- Build strong relationships with employees, contractors, and vendors.
- Communicate workplace updates and maintenance activities while providing responsive, customer-focused support.

Minimum Qualifications

- vocational qualification in a commercial, hospitality or administrative field

Knowledge, Skills & Abilities

- Excellent organizational skills and attention to detail.
- Strong written and verbal communication skills in German and English.
- Ability to manage multiple priorities and meet deadlines.
- Strong customer service, interpersonal, and collaboration skills.
- Proactive, adaptable, and solution-oriented with the ability to handle confidential information discreetly.
- Strong customer service and hospitality skills, with a natural desire to help others.