Facility Coordinator with Spanish

Job Description Summary
As the Facility Coordinator at country level, you will manage vendor creation, gather offers below Procurement thresholds, collect documentation required, manage contract creation and renewals, maintain internal databases & manage all administrative tasks (PO creations, good receipts, invoice mismatches, CAR preparations etc.,)

Relocation Support: This role is based in Prague, Czech Republic. Novartis is unable to offer relocation support, please only apply if accessible.

#LI-Hybrid

Job Description

Major Accountabilities

• Manage vendor onboarding, requests, contracts, and compliance processes (TPRM, shopping carts, cost allocation).
• Coordinate vendor communication, offers for additional services, and completion tracking.
• Prepare and maintain HSE and GxP documentation throughout contract lifecycles.
• Review, finalize, and facilitate the signing of contracts with Procurement and internal teams.
• Maintain and audit vendor and contract records in the Novartis database for accuracy and compliance.
• Manage landlord-related charges (rent, guarantees, discounts) and collaborate on lease adjustments.
• Support cost approvals (CARs) for small facility projects and create purchase orders.
• Oversee POs, goods receipts, vendor payments, taxes, and lease documentation.
• Track budgets, expenses, utilities, and assets; provide analytics and reporting to support facility operations.
• Handle administrative tasks, ensure GxP service compliance, and manage pass-through cost recharges and sub-leasing activities.

Work Experience / Skills Required:

• Administrative routines in FM operations, Vendor and Contract management; Finance admin, Analytical skills

• Knowledge of legal and regulatory compliance for contracts.

• Understanding of financial principles related to facility management.

• Excellent communication and organizational skills to manage correspondence and deadlines efficiently.

• Proactive and collaborative approach

• SAP Ariba
• Education: BSc/BA in Business Administration or Finance

Languages :

• Fluent Spanish & English speaking is essential

You'll receive:
Monthly pension contribution matching your individual contribution up to 3% of your gross monthly base salary; Risk Life Insurance (full cost covered by Novartis); 5-week holiday per year; (1 week above the Labour Law requirement) ; 4 paid sick days within one calendar year in case of absence due to sickness without a medical sickness report; Cafeteria employee benefit program - choice of benefits from Benefit Plus Cafeteria in the amount of 12,500 CZK per year; Meal vouchers in amount of 105 CZK for each working day (full tax covered by company); Public Transportation allowance; MultiSport Card. Find out more about Novartis Business Services: https://www.novartis.cz/

Accessibility and accommodation:
Novartis is committed to working with and providing reasonable accommodation to all individuals. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the recruitment process, or in order to receive more detailed information about the essential functions of a position, please send an e-mail to and let us know the nature of your request and your contact information. Please include the job requisition number in your message.

Why Novartis: Helping people with disease and their families takes more than innovative science. It takes a community of smart, passionate people like you. Collaborating, supporting and inspiring each other. Combining to achieve breakthroughs that change patients' lives. Ready to create a brighter future together? https://www.novartis.com/about/strategy/people-and-culture

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Skills Desired
Knowledge Of Core Work Processes, Knowledge Of Relevant Tools And Systems