Car & Office Maintenance Coordinator

　　Job ID

　　151021

　　Posted

　　16-Jan-2024

　　Service line

　　GWS Segment

　　Role type

　　Full-time

　　Areas of Interest

　　Administrative, Facilities Management

　　Location(s)

　　Botevgrad '- Sofia - Bulgaria, Samokov '- Sofia - Bulgaria, Sofia '- Sofia (stolitsa) - Bulgaria

　　As Car Fleet & Office Maintenance Coordinator, you will coordinate fleet operations on the local level and Office maintenance on the client´s premises. In addition, to be responsible for the day-to-day management of nominated facilities to ensure a compliant, safe, secure, comfortable, and cost-effective environment for the resident business unit. The role will be based in the client Sofia office.

　　Purchasing of new vehicles

　　Planning of car change, collection, review, and approval of offers for purchasing new vehicles.

　　Takeover of the car at the dealership – review whether the car matches the purchase criteria, physical takeover.

　　Registration of new vehicles.

　　Insurance of the new vehicles.

　　Marking (related to the insurance) of the new vehicles.

　　Handover of the company vehicles to the drivers and instructions

　　Regular car maintenance activities

　　Organizing and performing the mandatory annual technical checks – office + cars in the country.

　　Organizing and performing the periodical technical checks in authorized service.

　　In the cases of car incidents – review the condition of the car and/or coordinate the process over the telephone.

　　Organizing the schedule and the services for all car repairs (out of the guaranteed services). Follow up on the time and quality of the repairs.

　　Organizing seasonal car maintenance (such as change of tires, etc.).

　　Monthly kilometres data collection and reporting.

　　New employees’ instruction and handover of the company cars.

　　Leaving employees – vehicle condition check and receiving the company car.

　　Maintenance and scheduling of the use of the company pool car.

　　Maintain and archive the company car files.

　　Maintain personal files for all employees eligible for a company car. Responsible for maintaining accurate and up to date documentation.

　　Organize and conduct safety driving courses.

　　Responsible for the fuel cards – ordering, storage, distribution, handover, and collection.

　　Sale of company cars

　　Car evaluation.

　　Offers collection (from dealerships).

　　Support the internal application process for purchasing depreciated vehicles.

　　Sales documentation preparation and support

　　Car incidents support

　　Point of contact for all employees for car incidents.

　　Organize the insurance company checks and repatriation of a vehicle.

　　Support for preparation of the internal incident reporting documentation.

　　Organize a replacement car.

　　Facility Administration Responsibilities

　　Personally, fixes or organizes the repair of all damage that could occur in the office space.

　　Point of contact for all employees and the building management.

　　Organizes and performs furniture moves/arrangements of the office space.

　　Service provides – search, collection of offers, approvals, concluding contracts.

　　Control over the service provider´s activities and quality of work.

　　Buying and delivering of consumables for the office.

　　Control over the daily office cleaning services.

　　Coordinate the yearly Health and Safety office environment checks (per local legislation). Supports the monthly energy meter reading, fire extinguishers, and AC prophylactics.

　　Participation in the organization of company events and seminars – logistics, organization, supply.

　　Support the technical organization of open field days.

　　Support to the departments: Technical, Sales, Marketing, etc.

　　Custom clearance

　　Custom clearance of sales goods

　　Custom clearance of sample goods

　　Requesting decisions for import of seeds

　　Taking samples from the seeds for the quarantine service.

　　Taking samples of the custom cleared seeds for the State agency for seeds control.

　　Taking the results from the State Agency for seeds control and the quarantine service.

　　Skills required, Key experience required, Educational background, Personal characteristics

　　Communication and interpersonal skills: an active listener, and an agile speaker and writer also in English where vendors and all levels of employees are concerned.

　　Bulgarian language skill level.

　　Computer and software skills: In addition to email, instant messaging, spreadsheet, and word processing apps, you need to be familiar with fleet-specific programs like database software and SAP software.

　　Key Behaviours: to think analytically, Communicates and influences, focuses on the customer, enables teamwork and involvement, Encourages excellence.

　　Experience: demonstrated experience of not less than 3 years in a facilities or office coordination/administration role.

　　CBRE GWS

　　CBRE Global Workplace Solutions (GWS) works with clients to make real estate a meaningful contributor to organizational productivity and performance. Our account management model is at the heart of our client-centric approach to delivering integrated real estate solutions. Each client is entrusted with a dedicated leader and is supported by regional and global resources, leveraging the industry's most robust platform. CBRE GWS delivers consistent, measurably superior outcomes for our clients at every stage of the lifecycle, and across industries and geographies.

　　Find out more (https://www.cbre.com/real-estate-services/directory/global-workplace-solutions)

　　CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)