Global Head of Facilities and Administrative Services

Position Overview:

The Global Head of Facilities and Administrative Services will report directly to the Chief Operating Officer (COO) and will be responsible for managing and overseeing all office facilities operations, including strategic planning, office moves, buildouts, maintenance, and budget management. This role will also encompass the management and oversight of the global administrative staff to ensure efficient and effective administrative support across the organization.

Essential Job Functions:

Facilities

Lease Renewals; Office Moves and Buildouts:

• Plan, coordinate, and manage all office space requirements incorporating multi-year headcount forecasts from HR
• Manage and negotiate all lease negotiations in coordination with senior leadership, finance and legal
• Plan, coordinate, and manage all office lease renewals, refurbishments, relocations, expansions, and build-out projects globally
• Oversee the design and implementation of office layouts to optimize space utilization and employee productivity 
• Ensure compliance with all local building codes and regulations during construction and renovations

Maintenance and Operations:

• Develop and implement a comprehensive maintenance program for all office locations 
• Manage vendor relationships and service contracts for facilities services such as cleaning, security, and maintenance  
• Ensure all office facilities are safe, functional, and well-maintained
• Lease adherence: Lead relationships with building stakeholders and ensure compliance with the lease and building rules and regulations
• Policies and Procedures: Develop, communicate, and implement policies and procedures for the efficient use of the facilities for employees and clients
• Technology Support: Serve as a liaison with IT support for office-related technology Coordinate repairs or upgrades and manage inventory of IT assets

Budget Management:

• Develop and manage the facilities budget, including forecasting and tracking expenses
• Identify cost-saving opportunities and implement strategies to reduce operational costs without compromising service quality

Administrative Services

Team Leadership and Management:

• Lead and manage a team of administrative professionals across global locations
• Provide training, development, and performance management to ensure high levels of competency and service delivery

Operational Efficiency:

• Develop and implement standard operating procedures and best practices for administrative functions 
• Ensure consistency in administrative support across all offices, adapting processes to local needs where necessary 

Coordination and Communication:

• Act as a liaison between the COO, senior management, and the administrative team to ensure clear communication and alignment of of priorities 
• Coordinate administrative support for executive leadership, including travel arrangements, meeting coordination, and special projects

Budget Management:

• Develop and manage the administrative team budget, including forecasting headcount and tracking expenses

Qualifications:

• Bachelor’s degree in Business Administration, Facilities Management, or a related an advanced degree is a plus
• Minimum of 7-10 years of experience in facilities management, with at least 5 years in a leadership role
• Proven experience managing global administrative teams
• Strong project management experience, particularly in managing office moves and buildouts 

Required Knowledge, Skills, and Abilities:

• Excellent leadership and team management skills
• Strong organizational and project management abilities
• Proficient in budget management and cost control 
• Excellent communication and interpersonal skills
• Ability to work effectively in a fast-paced, global environment 
• Ability to develop and implement strategic plans for facilities and administrative services that align with organizational goals
• Strong analytical skills and the ability to develop creative solutions to complex challenges 
• Ability to work collaboratively with various stakeholders, including senior management, vendors, and team members
• Keen attention to detail and a commitment to delivering high-quality results 
• This position requires occasional travel to various global office locations 
• The role may involve working outside regular business hours to manage projects or address urgent issues 

Salary Range - $200,000 - $300,000

The salary range is an estimate of pay for this position.  Actual pay may vary depending on job-related factors that can include location, education, skill, and experience.  The salary range does not include any benefits or other forms of possible compensation that may be available to employees.