The Company

Ivanti is a global technology leader, enabling organizations to thrive in the Everywhere Workplace – automating the tasks that discover, manage, secure and service all of their IT assets. We deliver innovative solutions to exceed customer expectations.

Ivanti's platform makes it possible for employees to stay productive, secure and engaged wherever they are. That starts with us. With headquarters in Utah, offices in London and Paris and nearly 3,200 employees in 25 countries around the world, we are the Everywhere Workplace – it's a great time to work for Ivanti!

The role

Our Facilities Specialist needs to be at the Warsaw office to organise and coordinate administration duties and office procedures. The role is to create and maintain a pleasant work environment, ensuring high levels of organisational effectiveness, communication, and safety.

You will report to the Director, Facilities (EMEA & India) and responsibilities include general building/office maintenance, receptionist and front-of-house duties and Health and Safety arrangements.

A successful Facilities Specialist should have experience with a variety of office software (Outlook, Teams, Excel, Word etc.) and can accurately handle administrative duties.

Ultimately, you should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation.

What will you do?

· Manages the operation of essential central services such as reception (front of house services), security, postage, cleaning, waste disposal and recycling, parking, meeting room bookings & arrangements.

· Ensures that all facilities premises are maintained and organises repairs according to corporate guidelines, relevant lease agreements, health and safety standards, and legal requirements.

· Recommends ways to operate facilities in more cost-efficient ways. Assists in RFP and vendor selection processes. Reviews estimates for facilities services, remodelling and repairs.

· Negotiates contracts for services and prepares agreements and purchase orders for approval.

· Organise, review, and implement all site H&S requirements, including training for First Aid and Fire Wardens.

· Ensure health and safety is upheld and adhered to by office staff.

· Place orders for stationery, condiments, coffee, fruit, milk etc. as and when required.

· Liaise with the building manager and security to arrange annual fire evacuations.

· Assist in the onboarding process for new hires by set up and activation of new starter access passes.

· Address employee’s queries regarding office issues.

· Liaise with facility management vendors, including cleaning, PPM, and security services to review costs and SLA’s.

· Send all invoices to the Finance team for payment and resolve any finance related queries.

· Provide support for all office based and remote employees in the Netherlands as required.

· Support the Director, Facilities (EMEA &India) with projects across the region.

· General administration and adhoc facilities tasks as requested by the Director, Facilities (EMEA & India)

What do you need to have?

· Previous facilities experience successfully managing related services dealing with third-party suppliers, lease agreements, and landlords is required.

· Must have demonstrable experience collaborating with key stakeholders’ sites with an awareness of the business and its priorities.

· Must demonstrate strong interpersonal skills with the ability to build relationships with key stakeholders.

· Must have excellent verbal, and written communication skills in both English and Polish languages.

· Must demonstrate the ability to work on own initiative and independently, as well as working with others across various sites.

· Must have the ability to effectively use Microsoft Office Suite (I.e. Word, Excel, PowerPoint, and Outlook).

· Must have excellent time management, decision making and organization skills.

Education and Qualifications

Graduation from an accredited institution with a minimum of a high school diploma, certification in Facilities Management or any combination of education and experience is desirable.

At Ivanti, we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, sex, pregnancy (including childbirth, lactation and related medical conditions), national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information (including characteristics and testing), military and veteran status, and any other characteristic protected by applicable law. Ivanti believes that diversity and inclusion among our teammates is critical to our success as a global company, and we seek to recruit, develop and retain the most talented people from a diverse candidate pool.  

If you require special assistance for the best interview experience, please contact us at recruiting@ivanti.com. 

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