Facilities Team Lead

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