KEY RESPONSIBILITIES:
Team Leadership & Development
- Lead, mentor and develop the Facilities team (Receptionist and Facilities Coordinator)
- Conduct regular performance reviews and provide ongoing coaching and feedback
- Ensure team members have appropriate training, tools and resources to achieve their objectives
- Foster a culture of service excellence and continuous improvement within the team
- Set clear goals and KPIs for team members aligned with departmental objectives
Vendor & Contract Management
- Oversee facilities vendor contracts, performance and compliance with service level agreements
- Negotiate service agreements and manage vendor relationships to ensure optimal value
- Monitor service delivery quality and address performance issues proactively
- Conduct regular vendor reviews and implement corrective actions when necessary
- Identify opportunities for vendor consolidation and cost optimization
Financial Management
- Manage facilities budget and control operational costs effectively
- Prepare and process purchase orders, track invoices and monitor payment schedules
- Prepare monthly financial reports including variance analysis and cost forecasts
- Identify cost-saving opportunities without compromising service quality
- Ensure accurate budget allocation and expense tracking across all facilities activities
Operations & Asset Management
- Maintain optimal office operations and consistently high service levels
- Oversee asset lifecycle management including maintenance schedules and replacement planning
- Manage office space planning, occupancy optimization and workspace allocation
- Control supplies inventory and manage procurement processes efficiently
- Coordinate maintenance activities and ensure minimal disruption to business operations
- Implement preventive maintenance programs to extend asset lifespan
Compliance & Standards
- Maintain and update the local Facilities handbook in line with global and regional guidelines
- Ensure full compliance with corporate policies, health and safety regulations
- Implement and monitor security protocols and emergency response procedures
- Conduct regular audits to ensure adherence to standards and identify improvement areas
- Stay current with relevant legislation and industry best practices
Stakeholder Management
- Drive employee satisfaction by delivering responsive and high-quality facilities services
- Provide a clean, comfortable, safe and functional work environment for all occupants
- Organize and coordinate internal company events and initiatives
- Implement global campaigns and initiatives at the local office level
- Manage facilities-related internal communications and intranet content
- Act as primary point of contact for facilities-related inquiries and escalations
Continuous Improvement & Reporting
- Monitor key performance indicators and prepare comprehensive monthly performance reports
- Identify and implement process improvements to enhance efficiency and service delivery
- Evaluate facility performance against evolving business needs and industry benchmarks
- Leverage technology and innovation to optimize facilities operations
- Gather and analyze feedback to drive service improvements
QUALIFICATIONS & REQUIREMENTS
Experience
- Minimum 3-5 years of progressive experience in facilities management or similar operational role
- Proven track record of leading and developing small teams (2-5 people)
- Demonstrated experience managing vendor relationships and service contracts
- Strong background in budget management and cost optimization
- Experience in a corporate office environment, preferably in a multinational organization
Education
- Bachelor's degree in Business Administration, Facilities Management, or related field (preferred but not mandatory)
Language Requirements
English: Intermediate to Advanced level (B2-C1) - written and spoken
WORKING CONDITIONS
- Full-time position based in office environment
- Occasional site visits to other locations or vendor facilities may be required
- Flexibility required for event coordination, emergencies or urgent facilities issues
- Some work outside standard business hours may be necessary on occasion
