Facilities Administrator

Company DescriptionPartnerRe is a leading, privately owned, multi-line global reinsurer with a reputation of financial stability and strength, and a commitment to rebuilding businesses and communities after risk events around the world.Our mission is to continue to be a financially stable and predictable business partner, supporting our clients with solutions tailored to their needs, delivering superior returns to our owner, providing rewarding opportunities for our people and making a positive contribution to society. To achieve this, we live by our values of Integrity, Performance, Collaboration, Straightforward Communication and Respect and Care.Core to The PartnerRe Experience is our global nature. No matter where you sit in the company, you are part of something bigger. Our teams represent our truly international mindset, forging connections across office locations and all levels of the organization and building a network of mutual success. The result is a day-to-day experience that will allow you to:Shape your own careerGrow in a supportive environmentConnect with a community of expertsMake an impactView The PartnerRe Experience e-book to find out more about what it’s like to work at PartnerRe.We are always looking for bright, proactive individuals to join our team!Please follow our Careers page for all updates on new positions.  We look forward to receiving your application.PartnerRe is an equal opportunities employer.Please join our company LinkedIn Page for all updates on new positions that are coming live.Job DescriptionAbout this job:Ensure the accurate and timely management of all tasks related to the day-to-day functioning of the office, including facility management, liaising with building management, assuming responsibility for office services or tasks, or for projects assigned to you by your manager.Ensure compliance with legal, corporate, and building requirements in term of hygiene, access security & fire safety and Facility operations, and maintain good working relationship with the landlord and other stakeholders internally and externally.About the role:Primary responsibilities include:Manage and process vendor invoices in accordance with accounting and department standards with proper codingEnsure completeness of submission for paymentTrack actual expenses against budget, analyze deviations as neededReport quarterly Accruals to FinanceManage all vendor contractsDocumentation, registry of leases, payments and terminations dateManage all requests for Certificates of InsuranceCoordinate services provided onsite by the cafeteria managers:CateringCafé/pantry machines services / cleaningInvoice processingOversee the external file storage provider’s process for Retention & Destruction of FilesManage and coordinate service requests including repairs and necessary preventive maintenanceOversee and track maintenance for IT rooms in accordance with IT Audit requirementsTroubleshoot employee-related issues including: Furniture issuesAccess cards & Parking issuesCoordinate all Office Services including HVAC, plumbing electrical and other contracted and non-contracted servicesOversee the day matron duties and communicate special requests as well as coordinate all special cleaning needs with building cleaning servicesManage all employee access cards and communicate with building management for activation, inactivation, and special requests from management as needed.Create Access and IT Audit Reports on a quarterly basisRequest & Submit IT Room access reports for each IT Room.Perform the Facilities tasks of the corporate “Onboarding” process for new hiresSecondary Responsibilities:Support other locations with processes including general office services and financial budgeting of expensesServe as Deputy for the Business Continuity PlanBackup assistant for the Mail and Copy Center as neededAssist Facilities Regional Manager with office projects including but not limited to project and budget managementPerform other duties and projects as assigned by the Facilities Regional Manager and act as deputy as neededQualificationsAbout you:You are a trade or technical school or college graduate and have a minimum of 5 years of experience in a Facilities Administrator role.You are skilled in the use of Microsoft365 applications, particularly Outlook, Microsoft Teams, SharePoint, ExcelYou are able to work independently, are proactive and you perform the duties to meet the needs of the department, office and staff.You are reliable and confident, have strong communication and inter-personal skills, are hands-on and can interact with individuals at all levels within and outside of the organization.You are able to maintain and further develop vendor relations, including contractors and building management.You are committed to continued personal and skills development and have a high degree of professional and personal integrity.You can work effectively in a demanding work environment.Financial budget and lease management skills are an asset.Additional InformationPartnerRe provides a working environment in which diversity is valued, where all employees feel welcome, respected, and empowered to perform at their best.  We invite you to learn more about D&I at PartnerRe.Thank you,PartnerRe Hiring Team