Head of Operations - Coworking / Flex Office

This full-time position includes moving between our locations in Germany and reporting directly to the General Manager with a dotted line to the Global Operations Director. You will be overseeing all operational aspects of our buildings with your team in Germany. You will wear multiple hats and lead multiple functions, including maintenance, facilities, health & safety, security, and new building openings, and will drive the success of all of our client's facilities in the country.

Responsibilities

Management and Oversight Responsibilities

• Manage the maintenance of building systems and cleaning services for the company's sites in Germany.
• Lead a team of Operations Managers.
• Drive processes and standards to ensure compliance with local, state, and federal regulations, accreditation, and other regulatory agencies.
• Manage and track preventive and corrective maintenance programs for equipment and facilities, continually developing these processes to achieve best-in-class status.
• Negotiate terms with large facilities service providers, professionals, and contractors while maintaining strong relationships to ensure deliverables are met at satisfactory quality levels and on time.
• Develop effective strategies for planning and scheduling critical maintenance to ensure timely completion of work and minimal disruption to business operations.
• Continuously evaluate facility processes for inefficiencies and recommend improvements.
• Support construction projects and new openings in Germany.
• Conduct periodic quality checks to ensure adherence to operations policies and procedures.
• Provide feedback to the teams on issues that hinder facility operations.
• Serve as the first point of contact for large facility maintenance emergencies.
• Liaise with landlords to ensure compliance with all regulations and contracts.
• Create maintenance protocols to ensure smooth operations for all related issues.
• Oversee building security, including access control, CCTV, and coordination with security companies.
• Collaborate effectively with various teams, including the sales and community teams.
• Demonstrate a member-focused and solution-oriented approach, with the ability to troubleshoot issues effectively.
• Lead and manage the team, leveraging technical expertise and knowledge of critical systems such as heating, cooling, and fire regulations.
• Prepare monthly reports on key performance indicators, budget analysis, and strategic initiatives.

Budget Management

• Monitor expenses closely and identify opportunities for cost savings.
• Implement cost-cutting measures, including energy efficiency initiatives, optimised supply chain management, and vendor negotiations.
• Strategically plan budgets, aligning allocations with both short-term and long-term goals.

Requirements

Do you have the following experience?

• 5-10 years of experience in the Operations - a must
• Background in Facility Management - a must
• Hospitality background - Strong advantage
• Knowledge of security systems, IT, and AV equipment
• A problem solver with exceptional project management skills and multitasking abilities
• Proactive, independent, and a team player
• Strong oral and written communication skills both in German and English
• Good working knowledge of Critical systems like Heating, Cooling & fire regulations
• Exceptional project management skills and multitasking abilities
• Tech-savvy