As a Facilities Operations Manager based in the CEE region, you’ll be responsible and accountable for the ownership and management of your allocated portfolio  operational standards and KPIs.  You will have a proactive approach to Operational Standards, Safety, Communication and Cost Management.  Additionally, support the Operational opening, safety and project management of new buildings/openings.

In this role, you’ll have responsibilities for the following:

Vendor Management 

  • Take full ownership for the management and execution of the soft and hard services reactive tickets issued for each building.

  • To ensure the reactive tickets are managed within the allocated Service Level Agreements specified 

  • To review and manage the PPM process, ensuring all legal compliance is being achieved, and the document management policy is adhered to.

  • Ensure all works carried out are completed in a safe and controlled manner adhering with legislation.

  • Support the Facilities Contract Manager with the management of the service contractors and agreed SLAs.

  • Community Support & Communication

  • Support the CM team with management of the support teams 3rd party vendors (cleaners etc), help monitor the building standards and ensure there is a continuous feedback process to drive Operational standards and vendor structure.

  • Ensure the member experience across the Division is in line with expectations i.e. everything in good working order, facilities are clean and safe.

  • Provide a world class level of support for the Community Management Team, responding to requests in a structured and supportive manner.

  • Ensure there are clear lines of communication with the Community Managers relating to all applicable projects.

  • Work closely with the Community Teams in each building to ensure they are taking a proactive approach to resolving trending/common issues.

  • Support the CM team with optimum rota’s for the outsourced contractors (Cleaning & Hard Services)

Finance 

  • Ensure budgets for small works are closely managed and each project is delivered in line with the assigned project and time scales.

  • Work closely with the Facilities Director to ensure accurate budgeting and forecasting of the Capital Projects Budgets.

  • Closely manage and control the Divisional Opex budgets (Monthly - Quarterly and Annually).

  • Provide a detailed monthly review of each months spend by category (cleaning, maintenance, small works, utilities, F&B; Consumables)

  • Support the Facilities Director with budgeting/forecasting of the annual Opex cost lines.

  • Support the Facilities Director with budgeting/forecasting the annual Utilities budgets for, Electric, Gas, Water and Landlord supplied services.

Project Management - Policy Implementation & Quality Assurance 

  • Ensure all small works and projects are completed in a safe and controlled manner.

  • Provide continuous feedback on best practice and safe working systems 

  • Review Operational procedures and ensure the teams are working as efficiently as possible.

  • Where required support with the creation and roll out of new initiatives and projects

  • Ensure the safety and legal compliance associated with each facility is being achieved.

  • Conduct building audits cleaning, maintenance standards and safety and take accountability for taking action to improve standards

  • Support the project management of the new buildings from a Facilities prospective, ensuring the learnings from previous buildings are clearly communicated during the design process.

  • Work closely with the Facilities Director and Building Mobilisation Manager to ensure a smooth and processed handover.

  • Work closely with the project team to ensure the safety-related tasks and processes are in place at the time of hand over.

  • Support the snagging process, using the internal systems to ensure all snags are captured and escalated in the correct manner.

  • Take a proactive approach towards your own development in line with legislation and operational best practice.

  • Ensure your direct reports (if applicable) are being managed and supported in a manner that focuses on continuous development and improved performance.

  • Work closely with your direct reports to ensure the WeWork values are alive and kicking.

About You

We’d love to hear from you if you:

  • Have 6+ years experience managing technical contractors/support functions and outsourced vendors.

  • Experience managing Safety, a qualification would be ideal but not necessary.

  • Fluency in Russian is mandatory.

  • Fluency in Polish is nice to have.

  • Have a proven track record of budget forecasting, management and real-time cost tracking/control.

  • Have a project management qualification (i.e. Prince 2).

  • Have experience of Leadership within a busy fast paced environment, ensuring you can not only support your team but also ensure the business needs are met.

  • Exposure to project management covering Operational projects along with Small works and Refurbishment projects.

  • An understanding of local safety legislation and compliance law

  • Experience managing outsourced contractors covering the following operational tasks;

o Cleaning

o Preventative Maintenance

o Safety compliance (fire alarms, water hygiene, lifts, fire

extinguishers, F&B etc).

o Small works & projects

o Food & Beverage vendors

  • Experience in scaling solutions in a time pressured environment as well as setting a strategy and vision upon which to enrol a geographically diverse multi site team is a plus

  • Strong communication, organisation and project management skills

  • Strong background of successful people and commercial negotiations, complex and sensitive conflict resolution and impactful influencing skills, internal and external, which demonstrate strong positive and commercial business and people impact in multiple organisations and territories.

  • Like challenges, and embraces change in a fast-paced environment.

  • Love building meaningful connections and have passion for entrepreneurial communities.

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