Service and Building Administrator

By joining Bio-Techne, you’ll join a company with a powerful and positive purpose of enabling cutting-edge research in Life Sciences and Clinical Diagnostics. Bio-Techne, and all of its brands, provides tools for researchers to further treat and prevent disease worldwide.

Reports To: Senior Manager Service EMEA 

Location: Düsseldorf (on-site)

Position Summary

The Service and Building Administrator plays a crucial role in ensuring the smooth, efficient, and compliant operation of the company’s physical premises while providing key administrative support to field and internal support teams. This hybrid role merges facility management responsibilities — including building maintenance coordination, health & safety compliance, and vendor management — with administrative support and front-of-house duties such as reception and welcoming customers. The role ensures that the office environment and visitor experience fully support the company’s business activities.

Working collaboratively with internal stakeholders, support teams and external vendors, the Service and Building Administrator ensures operational excellence and seamless service delivery.

Essential Duties & Responsibilities

Building & Facility Management:

• Coordinate day-to-day building operations including maintenance, repairs, security, cleaning, and utilities management to ensure a safe, functional workplace. 

• Act as the primary liaison between the company and external contractors or vendors for services such as cleaning, HVAC maintenance, security, and building compliance. 

• Monitor building systems and troubleshoot issues in collaboration with relevant service providers. 

• Ensure compliance with health, safety, and environmental policies; organize fire drills, maintain safety equipment, and coordinate building inspections. 

• Manage office space allocation, seating arrangements, and conference room bookings. 

• Oversee inventory and procurement of office supplies and facility-related equipment. 

Administrative Support:

• Support field-based support teams (FSE, FAS) across Bio-Techne brands by managing support orders, materials availability, and replenishment schedules. 

• Maintain accurate data entry and administration within Salesforce CRM, including cases, contracts, assets, and sales orders, ensuring alignment with ordered products and services. 

• Facilitate shipping, receiving, and movement of goods, including packing and shipment of calibrated devices and demo instruments between teams and vendors. 

• Assist with procurement of non-stock, ad hoc materials as required for field and facility needs. 

• Provide excellent communication and follow-up with field teams regarding order statuses, delivery dates, and scheduled work. 

• Collaborate closely with Customer Service, Sales, Accounts, Despatch, and Technical Service teams to support seamless workflow and service delivery. 

• Manage demo/rental equipment stock and ensure accurate tracking within internal systems. 

• Participate in inventory audits.

Reception and Customer Welcome:

• Serve as the first point of contact for visitors, customers, and contractors attending the building. 

• Greet and welcome guests warmly, manage visitor sign-in and badges, and direct visitors appropriately. 

• Handle incoming calls, emails, and general enquiries courteously and professionally. 

• Coordinate meeting room bookings and prepare reception areas to ensure a positive visitor experience.

 Communication:

• Serve as an effective communication bridge among multi-national internal teams and external vendors; maintaining professionalism and clarity. 

• Respond efficiently to travel and logistics enquiries to support field team scheduling and site visits. 

Operational Responsibilities:

• Adhere to company policies, codes of conduct, commercial and operational standards. 

• Contribute to departmental KPI reporting and continuous improvement initiatives. 

Minimum Requirements / Qualifications

• Secondary school diploma or equivalent education including passes in English and Maths. 

• Experience working in a customer-focused, reception, or facilities environment. 

• Proficient in data analysis and Microsoft Excel. 

• Demonstrated experience with ERP/CRM systems (preferably Salesforce). 

• Fluent written and spoken German and English. 

 Personal Qualities and Attributes

• Strong organizational and multitasking skills with exceptional attention to detail. 

• Friendly and professional front-of-house manner with excellent interpersonal skills. 

• Ability to work across diverse teams and communicate clearly with remote and international colleagues. 

• Self-driven with a hands-on approach and a passion for delivering excellent customer and internal support. 

• Professional demeanor with the ability to remain calm and effective under pressure. 

• Flexible attitude with a willingness to cover various related tasks and adapt to changing demands. 

• Commitment to teamwork, learning, and sharing knowledge.

This expanded Service and Building Administrator role is vital to maintaining a positive office environment and delivering an excellent customer and visitor experience, alongside robust administrative and facility management support, directly contributing to Bio-Techne’s EPIC mission.

Bio-Techne is committed to product quality, customer satisfaction, continued improvement, minimising environmental impacts and conserving natural resources.  Environmental and quality management is an integral core value and vital part of the Bio-Techne culture.

Why Join Bio-Techne:

• We offer competitive wages along with extensive benefits for employees and their families.

• We invest in our employees’ financial futures through retirement programs and an employee stock purchase plan.

• We help our employees develop their careers through mentorship, promotional opportunities, training and development, internship programs, and more.

• We offer an international and diverse working environment, enriched by employee resource groups; volunteer and charity events; and employee events that build a culture of caring and belonging. 

• We foster a culture of empowerment and innovation, where employees feel valued and encouraged to bring their new ideas to the table.

Bio-Techne is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

To protect the interests of all, Bio-Techne will not accept unsolicited resumes from any source other than a candidate application. Any unsolicited resumes sent to Bio-Techne will be considered Bio-Techne property.