Facilities Manager - London, Amsterdam & Bengaluru

The role 

As the Facilities Manager you will proactively ensure compliance, cost control, best in class services for stakeholders in each location. You will head your Facilities Team of the area you are responsible for and work closely with the Global CRE & FM team and other key stakeholders.

What you will do-

Leadership and management

• Lead, motivate and develop local facilities team to demonstrate best practices and deliver the highest levels of customer care/service and compliance.
• Set and follow up Objective Key Results for your team and ensure that they are aligned with company/department objectives
• Lead and distribute tasks for the team and be responsible for the daily operations in the facilities service portfolio and our offices
• Partner with the local management team, be a part of the local management team, and be the bridge between the team and the daily facilities operations.
• Manage relationships with key stakeholders across the company to ensure all operational service lines are meeting, and where possible, exceeding business requirements
• Manage recruitment for your team
• Continuously work with your team on their Personal Development plans and adjust them as per agreed and you see fit

Communication

• Pro-actively communicate information about the office and related facilities services
• Regularly present important office information at office meetings/forums (breakfast sessions, management meetings, etc.)
• Offer dial-in sessions for your locations to inform and present about the Facilities Management area
• Be a part of the induction presentation for new starters
• Hold the annual Health and Safety module for the Relax employees where applicable
• Support Kindred United by having one member of the local teams be a part of the Kindred United team
• Support, by helping Kindred United coordinate events
• Support HR with the onboarding of new starters by being a part of the induction.

Compliance

• Conduct and record regular facilities inspections and audits in all your locations
• Ensure all site documentation meets compliance requirements and is regularly updated in collaboration with the global CRE & FM team at Kindred
• Collaborate with the group Environmental Health and Safety advisors to ensure compliance with health and safety standards and industry codes are met
• Collaborate with the Group security team to ensure security standards are met
• Ensure compliance with ISO 27001
• Ensure compliance with ISO 14001

Health & Safety

• Lead the Safety committee in your location if applicable
• Be a first aider
• Responsible for Health and safety on the office premises
• Responsible for on-site daily physical security

CSR

• Drive local CSR projects, collaborating with Kindred United when relevant
• Create relevant CSR data and submit the annual Carbon footprint for your local office
• Support and maintain the ISO14001 certification
• Align into certificates and standards set for the group

Facilities Management

• Be responsible for the main hub you have contracted in along with remote offices in the same country as well as abroad. 
• Proactively service and maintain all offices under your responsibility
• Manage all service requests made through our internal ticketing system to ensure requests are responded to within department SLAs and at the highest customer service levels
• Ensure the appropriate processes are in place and are regularly reviewed, to continually enhance the service provided by your team
• Pro-actively manage seating and space planning to create maximum efficiency whilst ensuring adherence to group standards
• Manage the asset management registry in all your locations
• Manage the phone and subscriptions for all employees contracted in your locations
• Manage possible rebuilds and/or office moves
• Manage the subletting areas and tenants where it applies.
• Hold induction sessions for new starters at both Kindred and Relax where it applies.
• Provide, analyze, and collect data related to office occupancy and other measurables to base decisions on
• Maintain, update, and work in our CMMS tool in place for CRE & FM

Finance

• Develop and proactively manage office budgets for one main location and a few remote locations. Review and approve all department expenses, PRs and invoices
• In conjunction with the Procurement team oversee the vendor selection process, manage contractor and vendor relationships, ensuring delivery schedules, quantity, and quality criteria are met with agreed SLAs
• In collaboration with the Procurement team, provide data on costs for the OPEX Optimization works carried out

Overall expectations

• Travel may occur 2-5 times per year with overnight stays
• On all will be included

Your experience

• Minimum 7 years experience as an Office Manager/ Facilities Manager
• Experience with multi-location portfolio
• Experience in health and safety management
• Experience in vendor management, contract management, and budget control
• Experienced in targeting a high standard of customer service for a high paced and diverse environment
• Experience of working with managing operational issues related to an office environment
• Experience of cost centre/ budget responsibility
• Knowledge and understanding of managing a flexible working environment and activity-based working
• English, spoken and written
• Excellent written and verbal communication skills
• Ensure that you, and your team, adhere to the Governance, Risk & Compliance (GRC) obligations within your direct responsibility and control. 
• Ensure any non-compliance incidents within your team are raised through the appropriate channels (Compliance Incidents Process) and that your team are informed of any reporting processes relevant to them. 
• Challenge processes, policies and projects that will negatively impact compliance within the Group. 
• Ensure your team's completion of all mandatory compliance trainings within the set deadline. 
• Reach out to the Compliance Teams if unsure of any of your compliance obligations or the requirements are unclear.