The role

As the Facilities Manager, you will be fully responsible for overall delivery of all Facilities Management related activities for your core office location and any additional offices allocated to you at any time during your employment. Proactively ensure compliance, cost control, building maintenance, contract management and best in class services for stakeholders in each location. Along with embedding environment, social responsibility, governance and all aspects of EDI into your day-to-day responsibilities.

What you will do

Leadership and management 

• Lead, motivate and develop local facilities team of to demonstrate best practice and deliver the highest levels of customer care/service and compliance
• Set and follow up on goals for your team and ensure that they are aligned with company/department goals
• Lead and distribute tasks for the team and be responsible for the daily operations in the facilities service portfolio and in our offices
• Partner with the local management team, be a part of the local management team and 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 onboarding presentation for new starters
• Hold the annual Health and Safety module for the Relax employees where applicable
• Support OBGU by have one member of the local teams to be a part of the OBGU team
• Support, by helping OBGU FDJ United coordinate events
• Support the People Team with 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 Corporate Real Estate & Facilities Management team at FDJ UNITED 
• 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 
• Work with the Global Operations & Compliance Lead to ensure compliance towards ISO 27001 and ISO14001
• 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.

Facilities Management 

• Be responsible for the main hub you are contracted in along with remote offices in the same country as well as abroad as required.
•  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 SLA's and at 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 FDJ UNITED 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 (Computerized Maintenance Management System) tool in place for Corporate Real Estate & Facilities Management 

Health & Safety 

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

Corporate Social Responsibility 

• Drive local CSR projects, collaborating with OBGU United team 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 

Finance 

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

Key Interfaces / Stakeholders 

• Global Operations & Compliance Lead
• Global CRE, Operations & Compliance Coordinator
• FMs in other locations
• People team 
• Business stakeholders (various) 

Forums 

• Local Management Groups
• Local H&S forums 

How will success be measured in this role

• Acting in line with FDJ UNITED values
• Successful completion of all relevant training and other compliance activities that support FDJ's sustainable and responsible growth
• The response time in the internal ticketing system queue
• Passing of audits
• Compliance records
• Quarterly check-ins 

Your experience

• Minimum 7 years' experience as an Office Manager/ Facilities Manager
• Experience of multi-location portfolio
• Experience of health and safety management 
• Experience of 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 center/ 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

Overall expectations:
Travel may occur 2-5 times per year with overnight stays
This role is based in the office four days per week, with the option to work from home one day per week