Facility/Fleet Coordinator Job ID 228000 Posted 09-Jul-2025 Service line GWS Segment Role type Full-time Areas of Interest Facilities Management Location(s) Zagreb '- Grad Zagreb - Croatia **About the Role:** As a CBRE Fleet & Facilities. Coordinator, you will coordinate clients, vendors, and contractors to make sure complex work orders are complete. **MAIN RESPONSABILITIES** • Coordinate the delivery of all Facilities & Fleet Management services in scope, perform daily site inspections • Responsible for creating; sustaining and delivering all facility management services to the site occupants and Sandoz client, ensuring QHSE, statutory, operational and commercial compliance • Co-ordinating 3rd party vendors - Escorting and supervision the contractors on the territory of office according to the Sandoz security polices • Ensure Facility Help Desk platform is updates and work orders registered are followed upon satisfactory completion • Establish effective day-to-day business relationships with the client and take a proactive approach to requirements. • Acts as the initial interface for key business contacts at the assigned site. • Hold regular progress reviews with Area Lead to ensure client satisfaction. • Offer support to Area Lead in all purchasing, competitive pricing, tenders, approvals and timely submission for settlement. • Offer support to Area Lead in managing budgets and prepare regular forecasts according to agreed schedules targets. • Responsible for the management of the Service Insight work order system, ensuring requests and resultant action is assigned is acted upon within the KPI targets • Processes monthly invoice processing, Purchase orders submission and follow up, ensures correct cost centre coding of each purchase, according to internal company procedures. • Understand and promote Excellent Health and Safety on site, perform monthly site H&S inspections and other recurrent quality visual site inspections on recurrent basis, and consistently contribute to ensure audit readiness to regular QHSE audits according to company procedures and best in class industry standards • Office porterage as required, including office moves, furniture moves, deliveries and collections • Co-ordinating parking availability, security passes and the booking in of visitors and clients • Carrying out risk assessments for tasks and operations in scope • Access cards and badges management • Providing support and cover on reception if needed (incl. Pharmacovigilance calls) • Provide administrative support for fleet client, also oversee client fleet administration • Holistic fleet management • Handling of vehicle handovers (familiarisation with the vehicle, recording of damages, keeping a log) • Handling of leasing contracts and claims management • Interface between company car user and leasing company, car dealer and service provider • Monitoring of vehicle deliveries • Handling and control of contract management including invoice verification and approval • Retrieval of vehicles in the case of employees leaving the company • Carrying out internal driving license checks • Processing of reduced value appraisals of leasing returns **PEOPLE** • Builds and maintains positive working relationships. • Ensure a professional and courteous working relationship is maintained with the Landlords and their representatives in both buildings • Manages, motivates and develops reporting staff through effective induction, training and development and annual appraisals. • Drives team members to work in a pro-active manner to anticipate client needs and demonstrate a 'can-do' attitude. **QHSE** • Conducts regular workplace inspections, reviewing office spaces and reporting any issues in breach of QHSE standards and that fall below the required standards. • Reports all incidents, occupational illnesses and emergencies. • Ensures all contractors in sphere of control operate within QHSE processes and standards • Adhere to and promote working to the companies QHSE policy. **SUPERVISORY RESPONSIBILITIES** • Some team management experience, normally responsible for team members, on site. **CLIENT FOCUS** • Holds a good understanding of client needs for the site. **PEOPLE** • Establishes effective working relationships with the client and customers on site. • Works collaboratively with immediate team members and other personnel at all levels. **COMMUNICATION** • Excellent customer service attitude and able to work positively with stakeholders. • Good written and oral skills in English. • Good spoken and written language skills in local and English language. • A team player and able to work positively with others across borders and remotely. **OTHER SKILLS / ABILITIES** • Sound problem-solving ability. • Able to continually consider service efficiencies, cost savings or commercial gains for the client and present these to the Facilities Manager as appropriate. • Good working knowledge of Microsoft Office packages and IT literate. • Able to balance workload and manage priorities, multi-tasking where required. • Able to perform in autonomy and make decisions in line with guiding account and operational business principle **EXPERIENCE** • Previous experience in a facilities management / fleet management / supervisory role or related service environment. • Awareness of workplace health and safety. • Previous line management experience. • Previous experience working with third parties and contractors. • Experience in working with customers and clients, and able to build effective working relationships. **FINANCIAL** • Knowledge of financial terms and principles, able to prepare basic financial reports and present to line management. COMMERCIAL AWARENESS • Is commercially aware and has sound knowledge of the client needs and environment in which it operates. **HEALTH AND SAFETY** • An understanding of local health and safety legislation and energy management. • Good working knowledge of Microsoft Office packages and IT literate. CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)