Regional Facilities Manager, MEA

Job Accountabilities:

Key Performance Indicators

• Managing office costs within budget
• Effective management of leases
• Building productive relationships with local sponsors/PROs
• Ensuring all local laws and regulations are adhered to

Key Dimensions:

Main Duties & Responsibilities:

Office Management

• Overall responsibility for the following tasks, delivered through the Office Managers:
• designing and implementing office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments
• managing contract and price negotiations with office vendors, service providers and office lease
• preparing an annual budget; scheduling expenditures; analysing variances; initiating corrective actions.
• reviewing and approving supply requisitions
• assigning and monitoring clerical functions
• defining procedures for retention, protection, retrieval, transfer, and disposal of records
• controlling correspondence
• ensuring that all items are invoiced and paid on time
• providing general support to visitors
• assisting in the onboarding process for new hires
• managing the meeting room policy to maximise availability and utilisation
• addressing employees queries regarding office management issues (e.g. stationery, hardware and travel arrangements)
• overseeing the planning of in-house or off-site activities, like parties, celebrations and meetings

Facilities & Property Management

• Overall responsibility for the following tasks, delivered through the Office Managers:
• maintaining the office condition and arrange necessary repairs
• maintaining efficiency by planning and implementing office systems, layouts, & equipment procurement
• taking responsibility for making sure that buildings and their services meet the needs of Colleagues.
• accountable for services such as cleaning, security and parking, to make sure the surrounding environment is in a suitable condition to work.
• managing any building maintenance with things like heating and air conditioning, to maintain the working environment
• managing budgets and ensuring cost-effectiveness
• ensuring that facilities meet government regulations and environmental, health and security standards
• advising businesses on increasing energy efficiency and cost-effectiveness
• overseeing building projects, renovations or refurbishments
• developing a robust flexible working solution for all offices.
• helping businesses to relocate to new offices and to make decisions about leasing
• drafting reports and making written recommendations
• managing the upkeep of equipment and supplies to meet health and safety standards
• inspecting buildings’ structures to determine the need for repairs or renovations
• reviewing utilities consumption and strive to minimize costs
• controlling activities like parking space allocation, waste disposal, building security etc.

Business permits, licenses and contracts

• Main point of contact for our Sponsors and PROs in each location, responsible for building strong, long-term relationships and effectively managing these key stakeholders
• Applying for all necessary business permits and licenses
• Ensuring we meet government requirements in all locations at all times