Facilities Contract Manager

WW_DE - WeWork Germany GmbH; Deutschland; Vor Ort; EUR 65.000 - 85.000; Vollzeit

Zusammenfassung

WW_DE - WeWork Germany GmbH is seeking a skilled Facilities Contract Manager. In this role, you will support the Facilities Operations Managers, focusing on operational standards, vendor oversight, and effective cost management across multiple locations in Germany. You will be responsible for driving performance through strategic contract management and ensuring operational excellence.

The ideal candidate has over 5 years of experience in facilities management and strong communication skills. Candidates must be fluent in German and English, with a preferred educational background.

Qualifikationen

• 5+ years of experience overseeing facilities maintenance or operations for at least 5 locations.
• Experience managing a team.
• Ability to work independently or as part of a team.
• Working knowledge of commercial MEP systems preferred.

Aufgaben

• Manage, monitor, and report on vendor performance for FM services.
• Support annual budget preparation and cost submission.
• Monitor contract expiration pipeline and manage renewals.
• Lead projects to drive cost management and efficiencies.

Kenntnisse

Vendor Management

Operational Standards

Cost Management

Fluent in German and English

Excellent communication skills

Ausbildung

2-year technical degree or 4-year college degree

Tools

Power BI

Salesforce

Workday

Jobbeschreibung

About the Opportunity

As a Facilities Contract Manager, you will support the Facilities Operations Managers in delivering Buildings’ operational standards and KPIs. You will lead a proactive approach to Operational Standards, Safety, Communication, and Cost Management, overseeing the operational and commercial performance of facilities services contracts and supplier performance.

Key Responsibilities

• Vendor Management
  • Manage, monitor, and report on vendor performance for hard and soft FM services.
  • Chair monthly, quarterly, and annual meetings with service providers to review performance against SLAs & KPIs.
  • Hold vendors accountable for performance gaps and follow up on action items.
  • Maintain up‑to‑date Maintenance & Cleaning performance scorecards.
  • Track serviced assets at each building and ensure compliance with relevant legislation via vendor CMMS or GDrive.
  • Ensure all legal and statutory requirements for services and goods in buildings are met.
  • Take full accountability for all costs associated with service contracts, reporting risks and forecasting future overspend.
  • Support annual budget preparation and cost submission for future expansion/occupancy.
  • Manage lift vendors, statutory inspection schedules, and building data tools to identify problem buildings.
  • Support the legal team on the liquor licence process where applicable.
  • Serve as an ambassador and expert on Workday, Salesforce, and Power BI.
  • Ensure vendor invoicing and payment processes are followed and raise purchase orders.
  • Lead end‑of‑month Opex reviews to capture costs and accrue accruals.
  • Maintain cost trackers across all markets, reflecting changes to fixed contract costs and variables (MiMos, add‑ons, etc.).
• Cost Management
  • Mid‑month reporting and end‑month Opex vs. budget reporting.
  • Support order platform issues, escalations, REQ/PO defects, tickets, CT queries, etc.
  • Manage invoicing, payments, accruals, late payments, and escalations.
  • Lead large/small projects such as opex savings, warehouses, community cost trackers, MIMO, and add‑on catalog projects.
• Strategic Contract Management
  • Monitor contract expiration pipeline.
  • Collaborate with procurement on sourcing new vendors and bringing them to the RFP process.
  • Manage existing contract reviews, renewals, administration, new vendor onboarding, and terminations.
  • Drive cost management through analysis of costs, ongoing demand, and vendor accountability to agreed costs.
  • Identify and implement efficiencies within existing contracts.
  • Renew contracts, manage new MSA submissions to Legal, DocuSign sign‑offs, and WD uploads.
  • Coordinate RFPs with procurement and support mobilisation activities.
  • Prepare upcoming year budgets and submit estate costs for future expansion.
  • Work closely with the Operations Director and Facilities Operations Managers to review current systems and processes, and to implement future‑ready solutions.

Experience and Requirements

• 5+ years of experience overseeing facilities maintenance or operations for at least 5 locations.
• Experience managing a team.
• Fluent in German and English.
• Ability to work independently or as part of a team.
• Preferred: 2‑year technical degree or 4‑year college degree and understanding of compliance, safety standards, and operations KPIs.
• Working knowledge of commercial MEP systems, including HVAC, plumbing, fire and life safety systems, and electrical distribution networks (preferred).
• Excellent communication, organization, written, and analytical skills.
• Ability to manage complex contracts and multiple stakeholders.