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 VMware Job Openings : Office Supervisor - Madrid

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Nombre de messages : 3617
Localisation : Madrid
Date d'inscription : 24/10/2005

MessageSujet: VMware Job Openings : Office Supervisor - Madrid   Jeu 10 Juil - 20:05

Company Information:

Want to experience the thrill of a start-up but have the security of a billion dollar company? Called “one of the most attractive early-stage software assets in the technology industry today,” VMware has pioneered a new class of infrastructure software that allows companies to dramatically increase the efficiency of their computing resources. VMware is the global leader in virtual infrastructure solutions for industry-standard systems and one of the fastest growing software companies in the world. We have approximately doubled our revenue each year since our inception in 1998. VMware solutions have won numerous industry awards and are deployed at over 20,000 companies (including each of the Fortune 100 companies) and used by over 4 million users.

As VMware grows, we are looking for individuals who share our corporate values for excellence and innovation; straightforwardness and open communication; a sense of -fun and an appreciation of a balanced life; delivery on our promises to our partners, our customers, and ourselves; and a passion for what we do and the value we deliver.


• Manage reception contract staff
• Purchase Orders/Requisitions for all WPR Facilities and contractors in the Madrid offices. Raise the Purchase Orders/Requisitions – send for approval – then Finance - confirm details to vendor – once complete interface with EMEA purchasing in Cork to release payment to vendors. – via Oracle
• Check off invoices from Vendors and send approval on to Accounts Payable department – via Oracle
• General Administrative Filing for facility operations
• Spreadsheets for all files relating to Facilities, Reception and Post Stationary orders
• Meetings with contractors – Cleaning, Photocopiers, Pitney Bowes, Coffee, drinks, plants, FMS service & Taxi’s etc to discuss how things are and any changes needed on site, or any issued needing resolved.
• Check and list all contracts up and running and when termination is ready for letters to go out
• Contact contractors to come and deal with any issues/ required works on site, door problems, air conditioning as and when required etc
• New Starters – Coordinate desk allocation & work with IT to setup, order new tel.extension from US, take photo for badge, order badge from US, add to relevant NR email alias, set final location in Oracle HR2R system, update phonelist, organize desk plaque.
• Office layout – maintain Word plan & plan new starter desks & for future hires


• Housekeeping on site – Walk the site weekly to check if needing general maintenance, missed cleaning, helpdesk tickets re- light bulbs, no rubbish about etc. Issued any maintenance lists through FMS and ensure service is provided
• Newspaper delivery’s and orders
• Control statement deliveries for condition of sending parcels and computer items
• Photocopier readings monthly & spreadsheet fax to serviced provider – Make calls for engineer when problems arise
• Pitney Bowes machine and updating monies for post
• Post – Sort first thing every morning into depts.. and individual. Manage, sort ready for sending out that day. Normal mail or couriers. Order regular bags, consignment printed notes and labels etc
• Toner & Cartridge replacements for Fax, Copiers and printers
• Liaise with Sr. Project Manager re European Office Addresses/details, where appropriate
• Site computer cleaning for once a year
• Manage and ensure reception coordinate Taxi + Hotel bookings when required, all done on shared spread sheet with reception
• Maintain Courier services list – e.g.UCS/UPS, where appropriate
• Raise Helpdesk tickets for messages/problems left by cleaning supervisor night before.
Everyday general queries/questions from staff eg: how copier works, how binding machine works, where to go in the city, where things are on site, how to send a parcel etc
• All Welcome Pack information, keep updated and issued


• Liaise with Global Health and Safety manager when requested to take action/order DSE items
• All standard H & S notices are up to date on every notice board
• Fire Evacuation list of staff per floor (update with starters & leavers weekly)
• Fire Extinguishers, where on site (on spreadsheet)
• Fire Warden Training, lists on spreadsheets monthly who is in building/floor – Keep lists updated on all notice boards and arrange any necessary training
• First Aid - Organising Training, updating and checking first aid boxes are with regular standard and placing necessary orders
• First Aiders - Keep lists of who first aiders are updated and on notice boards
• Coordinate and carry out DSE assessments for staff on an as required basis and arrange for DSE goods if required.
• Alarm testing monthly spreadsheet
• Risk Assessments (H & S) individual - liaison with global health and safety manager and consultants when required.


• Liaise with front desk contact on site, where appropriate, re any issues needing noted on the site, messages left by staff or if contractors working on site etc
• Access passes control/schedule and monitor.
• Site car parking – Make sure car reg. list is up to date (reception)

CATERING – where applicable

• Breakfast (Monday and Friday), orders, reminder emails and faxing to agreed Catering Co. and then put on spreadsheet, where appropriate
• Snack machine including others in storage. Report faults or staff loosing change in machine
• Food Supplies place weekly order and send PO
• Place coffee/tea orders and PO Milk (fresh) ordering remembering to cancel on Bank Holidays


• Contractors and contracts– all details on spreadsheet
• Letters/correspondence to contractors including direction and guidance instructions from the Facilities Manager
• Cleaning Contractors – meetings with & check each section has been done, all toilets, kitchen area, open area’s and general housekeeping, walk whole site with account manager once month
• Water supply– available on all floors/areas


• Taxi + hotel bookings & spreadsheets and emails,
• DHL/ or agreed courier web site to book outgoing courier packages and computers
• Visitors records, ex employees put on daily spread sheet
• Car reg. send out regular mail for staff to update their details direct
• Badges & Diary Management
• Maintain filing for the Post room, courier consignments in and out
• Check Reception area is clean, newspapers
• Meeting and greeting all guests/visitors/contractors

• Make sure you are happy that everything is up to today’s date: Visitors book, Spreadsheets, Phone List etc
• Check Fax and Printer Paper. Arrange for more if you need it
• File DHL, and keep the Reception area free of papers
• Any messages for Security please type up and leave for Security
• Cover reception telephony when required
• Coordinate Madrid site Meeting room bookings.
• Arrange Business cards for EMEA
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VMware Job Openings : Office Supervisor - Madrid
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