Job Description

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, Engineering 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