Facilities Team Lead

**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