The Facilities Manager will be responsible for managing the overall day to day operation, maintenance, security & safety of facilities, equipment, and grounds that are leased / owned or the responsibility of the company.
Key responsibilities Management of Facilities in Luxembourg Manage and lead the Facilities staff in Luxembourg Provides oversight and management of the provision of general Facilities staff in Luxembourg (Support other locations as required);
Ensure compliance with all procedures, policies, and regulations and ensure timely response to regulatory issues and inspection findings;
Plan Facilities organisational structure and support property strategy to accommodate growth and change in priorities; Understand the components within the lease, and our obligations;
Determine needs for space & equipment leases, purchases and services; Management of the Facilities budgets, both Capital & Operational spend;
Negotiate contracts with vendors and maintain vendor relationships; Ensure that projects meet time requirements, specifications, budgets and communication standard;
Provides advice and input to decisions regarding overall property strategy, taking into account organic and acquisitive growth plans;
Takes ownership of capacity planning, ensuring adequate office space is provided for the employees; Project manages and oversees all office relocation, internal moves and refurbishments;
Prioritizes, coordinates and monitors the completion of work requests / orders for all facility maintenance issues handled by staff or vendors;
Manage all Facilities faults reported and make sure that all are completed in a suitable time frame Maintains a stable work environment by ensuring all maintenance on critical support equipment is completed and that the equipment is working at expected capacity;
Ensures that adequate facilities, equipment and furnishings are available and properly maintained Manage the Car Parks and the Car Parking policy Work with Facilities & Procurement team regarding selecting vendors for facilities services and hands-
on facility worker duties and manages the activities of vendors performing service on equipment within the facility; Research costs for various projects, including labour and materials;
report’s findings to line management for approval; Develops, implements and monitors emergency & security procedures, ensuring disaster recovery, safety and H & S plans are in place and ensures compliance;
Ensures inspections are conducted to verify the facility is in safe operating condition and corrects any issues that are found as appropriate;
Oversees and performs work in accordance with local and national building and maintenance codes and must stay up-to-date on changes to these codes;
Performs other related duties as assigned Manages the Facilities budget and expenditure.
Skills / experience required Membership to the relevant professional Facilities governing body IWFM or RICS; Health & Safety Qualification, Membership to IOSH / IIRSM or other body;
Minimum of 5 years in-house Facilities Management experience in a corporate office environment or similar; Large Corporate / Multi-
site experience; Contract experience & Negotiating skills; Lease knowledge, design, building materials, real estate, dilapidation;
Knowledge of security & Health & Safety procedures Excellent problem solving, team and time management skills, managing multiple deadlines for self and others;
Proficiency to supervise, lead and manage effectively staff members; Proficiency to operate independently; Knowledge of project management methods and techniques;
Experience of office relocation and refurbishments Knowledge of facilities functions and procedures (i.e., building codes, electrical systems, furniture, space planning);
Excellent verbal and written communication skills to technical and non-technical audiences of various levels both externally and internally in the organization (e.g.
executive, management, individual contributors); Proficiency in evaluating the performance capabilities of subordinates as well as counsel subordinates in development and / or corrective discipline;
Good communication, management and mentoring skills at all levels Flexible in approach to working duties.