Job
Description
Role Overview: As a Management Assistant/Administrator, you are passionate about people, business, IKEA's purpose, and continuously driving better performance. You are energized by increasing customer value, driving business growth, and contributing to overall success and results through people. You are motivated by leading and developing people. Key Responsibilities: - Support a specific unit(s) within Real Estate towards optimal business performance through organizing, coordinating, and supervising the functional processes in relation to management tasks such as business processes, preparation of reports, documents, and functional meetings. - Provide and contribute with administrative support within the FM scope to the Real Estate unit(s) to increase optimal performance of the business and ultimately a better customer experience. - Ensure simple and effective ways of working when organizing, coordinating, and supervising the FM related business processes in a unit. - Responsible for administration and archiving of permits, licenses, certificates, and reporting measures in order to stay compliant with local and international legislation as well as internal rules and requirements regarding the FM scope within Ingka. - Contribute with ideas and insights to the administration of FM projects and secure relevant documentation (e.g. as-built documentation) is in place. - Ensure clear and fast communication towards internal customers and external suppliers by coordinating general inquiries related to FM activities in the unit(s). - Maintain internal communication channels to ensure co-workers are updated on relevant activities and documents. - Administrate office support activities for Unit FM team including labor safety, timekeeping, working schedules. Qualification Required: - Excellent ability to communicate confidently and clearly in the local language and preferably English proficiency. - Minimum 3 years proven experience of working as a management assistant/administrator. - Experience of multi-tasking situations with tight deadlines. - Ability to deal with sensitive and confidential matters. - Preferably experience of multinational companies or in a multi-unit facilities management organization, preferably in a high-volume retail sector. - Excellent ability to organize and steer projects and work with people. - Analytical skills. - Preferably, working knowledge of CAFM (computer-aided facility management) systems. - General knowledge of the services included in the agreed FM service scope in Ingka and good understanding of the FM delivery model, as well as the position of FM within the Ingka business. - Good understanding of the main FM business processes (e.g. work order management for urgent, planned, and reactive maintenance, contract and supplier management) on unit level. - Comprehensive knowledge of valid rules and routines connected to assigned work tasks, as well as an understanding of the role in the chain. - Good Knowledge of MS Office applications. - Broad knowledge of IKEAs corporate identity, core values, and vision of creating a better everyday life for the many people, to ensure right representation. - Good knowledge of the operation and minor maintenance of various office and communications systems.,
