Facilities Operations Specialist

LevelUP HCS; Greater London; On-site; GBP 50,000 - 90,000; Full time

Job summary

An established industry player is seeking a dynamic operational manager to oversee international property services. In this pivotal role, you will act as the main point of contact for various global locations, ensuring smooth operations and compliance with health and safety standards. You will manage landlord relationships, oversee facility staff, and drive cost efficiencies while participating in strategic projects. This is an exciting opportunity to make a significant impact in a collaborative environment, where your expertise will contribute to the success of international operations.

Qualifications

• 5+ years of experience in operational management across multiple locations.
• Strong understanding of risk management and compliance standards.

Responsibilities

• Oversee daily operations for international locations, ensuring compliance and efficiency.
• Manage relationships with landlords and internal clients across various sites.

Skills

Operational Management

Risk Management

Vendor Management

Health & Safety Compliance

Financial Analysis

Project Management

Cost Efficiency Strategies

Education

Bachelor's Degree in Business or related field

Relevant certifications in Project Management

Tools

Microsoft Office Suite

Project Management Software

Job description

Act as the main point of contact for all international locations across Europe, Asia, Middle East, and South America regarding operational property services and related issues, including services such as shredding, cleaning, handyman services, etc.

· Manage landlord relationships across international sites (first point of contact/escalation).

· Oversee all international offices, leveraging and managing local facilities staff.

· Handle operational risk duties, with the Corporate Services Department dedicating at least 10% of its efforts to this area.

Key Responsibilities & Tasks

Operational – International

1. Manage and oversee day-to-day operational requirements and challenges of all international locations, supported by outsourced vendors as needed, including facilities, engineering, and reception services.
2. Manage relationships with internal clients across all international locations.
3. Support and participate in rolling out operational requirements for new office locations, ensuring consistency, timely delivery, and collaboration with Legal and Procurement teams for vendor sourcing.
4. Implement procedures, controls, and documentation for international locations, ensuring local understanding and compliance, contributing to the department's Risk Self Assessment (RSA).
5. Ensure international contracts meet performance standards, supported by the Contracts Manager.
6. Negotiate renegotiation of international contracts as needed, with support from the Contracts Manager and Procurement.
7. Oversee the Health & Safety workstream to maintain a safe work environment, ensuring compliance with international standards, working with the UK H&S Manager and third-party advisors.
8. Participate in real estate transactions across the international portfolio, including financial analysis for senior management.

Building Management

1. Coordinate with external landlords regarding issues at international sites (e.g., air conditioning, leaks).
2. Serve as the internal liaison for business units concerning space occupancy and expansion queries.
3. Manage any sub-tenants (currently none).

Strategic

1. Recommend and drive cost efficiencies and reductions, improve reporting, and support operational improvements, including AI projects.
2. Oversee ESG, environmental, energy efficiency, and regulatory compliance in non-UK locations, aligning with US standards, supported by the Health & Safety Manager.
3. Create presentations for senior management, with support from the Department Administrator.
4. Conduct headcount analysis for business growth, collaborating with COOs and business unit leads.
5. Represent Corporate Services in new business meetings.
6. Manage site budgets for occupancy and equipment, ensuring costs are well planned and reported.
7. Participate in building project budgets and present for US management approval as needed.

Reporting

1. Enhance department MI for non-UK offices in collaboration with the Strategic Manager.
2. Monitor and escalate issues related to risks, incidents, and compliance, working with relevant teams.

Other

1. Represent the department during audits or process changes.
2. Handle ad hoc projects, travel as needed, and potentially lead project management initiatives.

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Finance, Research, and Project Management

Industries

• Financial Services, Investment Banking, and Real Estate