Workspace Events Specialist (Dutch speaker)

As a specialist, you help drive project excellence from start to finish by coordinating and analyzing information, providing support, and contributing to overall strategy and performance evaluation. You are heavily involved in strategic planning, project planning, business case development, roadmap creation and implementing changes, working closely with project/program managers. You do this with an overall coherent focus on the work environment and make sure that projects align with Global standards and participate in Global projects. The Project Specialist supports the project managers with larger multi million projects. Smaller scope projects (up to 50.000) are managed by the Project Specialist independently.

The Workspace Projects Specialist reports to the Manager Workspace Services Amsterdam.

Key Responsiblities:

• Change management: Engage stakeholders at all levels in the organization to make sure that changes are accepted and expectations are managed. Ability to establish and maintain strong relationships, both within a team and with wider stakeholders and external suppliers. Because of your detailed view of the projects, you play an important role in both internal and external communication and stakeholder management.
• Analysis: Check and correct problems that are not immediately evident in existing systems and processes and initiate changes when necessary. Engage other departments and external suppliers when needed.

• Project management: The Project Specialist supports the project managers with larger multi million projects. Smaller scope projects ( up to 50.000) are managed by the Project Specialist independently.

For larger multi million projects works together with project manager on:

1. Project initiation document (PID) in order to get a sign of to start a project.
2. Business cases to get capacity and budget for projects.
3. Change impact analyses, risk analyses, change readiness assessments and identifying key stakeholders.
4. Implementation of changes and coordinate all actions needed for Workplace Services as a result of these projects.
5. project communication together with our Internal Communication team, work on the design, development, delivery and management of communications

• Stakeholder Management: Work together in projects for other departments like IT, Security, HR en Real Estate. Work closely with other departments for retrieving data, insights and managing demand from all internal stakeholders, departments on all levels. Work together with the current vendors to ensure a seamless delivery of services and changes.

• Demand Management: Reviews all new change requests from stakeholders and makes sure information is complete before intake with stakeholders and the manager WS. Leads intake interview for change request and translates into proposal and after approval into a PID. Is actively involved when implementing changes that are a result of the demand management process.
• Systems design: Act as a Service now Owner/FMIS for Workspace Services, making sure that the system works according to agreed level. Designs and adjusts workflows and templates in service now/FMIS. Analyze and create data on zendesk. Advice management team Workspace as a result of this data. Executes changes as a result of these analyses. Changes could be in processes, systems, content, communication or services provided by workplace services.
• System support for all IT related systems like for example Mapiq, VMS, Building management systems, security systems and all Smart building related systems etc
• Client communication & complaint handling: Handling second and third line tickets raised by Booking employees and escalated questions from external parties and suppliers. Handle escalated complaints and make sure that structural problems are addressed.
• Contract management support: Work together with Workspace Contract Managers , in setting up specifications for RFP as well as contracts and business cases. Participates in tenders and scores suppliers to make the right choice to deliver the right services.
• Financial Management Support: Single point of contact for Finance and Workspace team for SAP, supports all invoicing related queries, questions and analyzes reports.

• Seating & Space planning: Demand Management and seating - Create and deliver seating plans which support the business, work closely with other departments for retrieving data and insights. Manage seating demand from all internal stakeholders on all levels, departments and create scenarios that are ready for decision making that ensures that the business can do their best work.
• Process management , describe, review and improve processes. Set up workshops with relevant stakeholders to identify issues in processes.
• Events projects management: overall planning to organize larger internal events, for example Office drinks, Boardweek, LT meetings etc. Connects with relevant stakeholders and suppliers and makes sure all involved parties, including external suppliers, are involved and communication is in place. Works closely with the WS Community and Events Manager. For global Events work together with the Internal Communications team, Global Events team, Global security and IT Services.

Key Requirements:

• A minimum of 3-6 years relevant working experience in facilities,hospitality, client services or other kinds of supporting function, preferably in a dynamic and international environment
• minimum HBO (facilities, hospitality or Hotelschool)
• Fluent Dutch and English, both spoken and written
• Accurate with an eye for detail with excellent analytical skills
• Data driven, energetic, highly motivated and hands on
• Business-driven: understand people's questions and provide solutions to different (ad hoc) requests
• Project Management skills to support, deliver and manage project results
• Experience managing stakeholders, project goals, risks and resources in complex multi-cultural environments.
• Be able to work alongside all levels of seniority, manage/support less experienced colleagues and upward manage to achieve objectives
• Ability to use and interpret data, to assist in clarifying potential problems, evaluate alternatives and propose viable solutions.
• Ability to clearly communicate your view and create buy-in at all levels and are able to apply a human centric approach.
• Flexible and know when to compromise. Able to explain facts, practices, and policies to external counterparties to make sure that all parties, even when they may be a bit skeptical or reluctant in the beginning, eventually agree.
• You are able to convince others who are skeptical; or unwilling to accept new concepts and changes.
• Have a positive 'can do attitude' and open to change
• Able to build a relationship of mutual trust and handle complaints and concerns in a sensitive way. Being able to adjust communication style and apply emotional intelligence.
• Sense of responsibility and ability to take ownership.
• You have a proactive attitude and are able to identify optimizations in processes and procedures. Check and correct problems that are not immediately evident in existing systems and processes and initiate changes when necessary.
• You keep your workplace-related knowledge up to date. You know what the developments on workplace-related subjects are and you are eager to learn from other organizations.
• Event management experience and a great sense for hospitality and employee experience. Being able to connect with senior stakeholders to organize events.

Pre-Employment Screening

If your application is successful, your personal data may be used for a pre-employment screening check by a third party as permitted by applicable law. Depending on the vacancy and applicable law, a pre-employment screening may include employment history, education and other information (such as media information) that may be necessary for determining your qualifications and suitability for the position.