Facilities Coordinator at BOSP-Berlin Germany

Facilities Coordinator – BOSP‑Berlin, Germany To be successful in this role, you will bring: Education and experience: Bachelor’s degree (or equivalent) in facilities management, hospitality management, business administration, public administration, project management, operations, or a related field and a minimum of three years of relevant experience or a combination of education and experience. Knowledge, Skills and Abilities: Proven ability to manage and coordinate facilities and housing operations, including vendor relationships, contract management, technology support, and compliance with local laws. Strong skill in planning, executing, and overseeing projects from inception to completion, including managing timelines and budgets. Strong knowledge of health, safety, and fire regulations as they pertain to building management and student housing. Proficient in identifying and fixing problems with IT and audio‑visual systems while providing tech support to staff, faculty, and students. Expertise in managing inventory, resources, with a focus on cost control and operational efficiency. Understanding of relevant laws, regulations, and policies affecting higher education institutions and campus operations. Familiarity with event and meeting planning, activities on campus, ensuring they are executed effectively. In addition, requirements include: Must be legally authorized to work in Germany. May work variable hours, evening or weekends. Valid German license (preferred)

PHYSICAL REQUIREMENTS

Frequently sitting, perform desk‑based computer tasks, lift/carry/push/pull objects that weigh up to 5 kilograms. Occasionally stand/walk, twist/bend/stoop/squat, grasp lightly/fine manipulation, use a telephone, write by hand, lift/carry/push/pull objects that weigh up to 5‑10 kilograms. Rarely kneel/crawl, climb (ladders, scaffolds, or other), reach/work above shoulders, grasp forcefully, sort/file paperwork or parts, lift/carry/push/pull objects that weigh >15 kilograms without assistance.

WORKING CONDITIONS

May be exposed to noise > 80dB TWA. May work at heights of 1-3 meters. Participate in 24/7 on‑call rotation. Work Standards Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations. Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned. Subject to comply with all applicable Stanford University policies and procedures, and applicable laws and employment regulations in Berlin, Germany. The Bing Overseas Studies Program (BOSP) at Stanford University is looking for an enthusiastic and dedicated Campus Operations Coordinator (Berlin) for our Berlin center in Germany. About BOSP Center at Berlin The BOSP Berlin center, established as Stanford’s first study abroad program in 1958 and relocated to the historic Haus Cramer in the Dahlem district in 1975, serves an average of 35 students each academic quarter. This is supported by a dedicated team of six employees and includes an internship program. This unique location provides students with an immersive experience that deeply connects them to the vibrant culture and intricate history of Germany. For more information about the BOSP Berlin Program, we invite you to click here. Position Summary In this dynamic role, you will oversee daily operations, including vendor coordination, maintenance, room setup, and technology support, all while creating a safe, efficient and welcoming environment for students, staff, and faculty. If you are passionate about fostering a vibrant community and making a positive impact, this is the perfect opportunity for you. The Campus Operations Coordinator (Berlin) reports to the Associate Director. In this role, your primary duties and responsibilities will include: Facilities Management & Maintenance (50%) Manage daily facility operations by supervising cleaning teams, coordinating contractors, and ensuring routine maintenance is performed effectively. Facilitate and oversee all vendor work for repairs and on‑site projects, serving as the project liaison and ensuring timely completion. Coordinate routine facility repairs and develop a preventative maintenance plan. Monitor and maintain all building systems, including climate control, plumbing, lighting, and equipment. Maintain the functionality and readiness of the faculty apartment. Coordinate event setups and optimize space utilization. Manage and maintain the gardens, ensure a well‑kept and sustainable landscape. Strategic Facilities Planning & Historic Preservation: (10%) Collaborate with the Director on strategic housing operations planning and long‑term vision. Plan and implement building maintenance and preservation, ensuring compliance with historic building regulations. Liaise with local authorities (e.g., Denkmalschutzamt) to meet legal and preservation standards. Technology & IT Management (20%) Provide first‑line IT support, managing inquiries and escalating issues as needed. Maintain and troubleshoot AV equipment and computer inventory. Support users with technology resources and collaborate with IT vendors. Ensure workstation safety and manage building security systems. Health, Safety, & Security Management: (10%) Assist in maintaining facility safety protocols to comply with German laws and University policies while providing training for personnel. Implement risk management measures, including emergency signage, fire extinguishers, and first aid supplies, while monitoring premises security. Student Support & Administration (10%) Perform a range of administrative duties to support the facility and student experience. This includes managing housing assignments, executing logistics for events, responding to student inquiries, maintaining academic resources, and overseeing office functions such as data entry and supply monitoring. The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned. #J-18808-Ljbffr Itlearn360