Facilities Contract Manager

About the role

At WeWork, we provide flexible workspace solutions to help businesses of all sizes thrive in more than 37 countries worldwide. The future of work is here, and we're not just a part of that movement-we're leading it. United by a desire to build a global community, our purpose is to give members the support to do their best work, and the space to take their ideas to new heights. Join us as we empower tomorrow's world at work. As a Facilities Contract Manager, you will be responsible for supporting the Facilities Operations Managers in the delivery of Buildings' Operational standards and KPIs. You will have a proactive approach to Operational Standards, Safety, Communication and Cost Management. You will oversee the operational and commercial performance of facilities services contracts including supplier performance.

Responsibilities

• Vendor Management
• Manage, monitor and report on vendor performance - predominantly based around service contracts, predominantly hard and soft FM services
• You will be required to chair monthly / quarterly and annual meetings with the respective service provider to review performance against SLAs & KPIs
• You will ensure where there are gaps, the vendor is held accountable and follow up on actions tracked
• You will ensure that Maintenance & Cleaning performance scorecards are up-to-date
• Track what serviced assets are at each building and ensure they comply with relevant legislation via vendor CMMS or GDrive
• Ensure all legal and statutory requirements are met with regards to our services and goods in buildings
• Take full accountability for all costs associated with the service contracts, ensuring monthly there is a report highlighting any risks and forecasting future over spend
• Each year you will be supporting for preparing the service contract budgets and submitting the costs based on future expansion/ occupancy
• Manage lift vendors including all statutory inspection schedules and building data tools to allow us to identify problem buildings
• Support the legal team on the liquor licence process where applicable
• Be the ambassador and expert within the team on various software platforms such as Workday and Salesforce and and Power BI
• Ensure our vendor invoicing and payment processes are followed and raise PO's
• Lead the end of month Opex reviews to ensure all Opex related costs are captured and accruals are effectively captured
• Ensure the Cost Trackers are set up across all markets, kept up to date reflecting changes to fixed contract costs and all variables (MiMos, Add Ons etc)
• Supporting FOM's with underperforming vendors
• Cost Management
• Mid-month reporting
• End month opex x budget report
• Order platform issues/escalations support
• REQ/PO's (incorrect POs, tickets, CT queries, etc..)
• Cost Tracker management - see above
• Invoicing and payments (accruals, late payments, escalations, etc...)
• Large/small projects (opex savings, warehouses, community cost trackers, MIMO, Add on catalog, etc..)
• Strategic Contract Management
• Monitoring the pipeline of contract expirations
• Working with procurement for sourcing of new vendors
• Sourcing stage is collaborative - both procurement and FCM bring vendors to the RFP process
• Manage existing contract review & renewal - analyzing performance ahead of renewals
• Manage administration process for new vendors, adding new buildings to the contract, renewals and terminations
• Drive cost management through analysis of costs, ongoing demand and ensuring vendor accountability to agreed costs sourcing
• Identifying and implementing efficiencies from within existing contracts
• Renewing contract
• New MSA submitting to Legal - Approval process - DocuSign sign off - WD upload
• RFP's with procurement and further support of mobilisation
• Preparing the budgets (for upcoming year) and submitting the estate costs based on future expansion
• Experience and Requirements:
• 5 plus years experience in overseeing the facilities maintenance or operations function for a minimum of 5 locations
• Business Fluent in French and English
• Experience managing a team
• Must be able to work independently or on a team
• 2-year technical degree or 4-year college degree preferred and understanding of compliance, safety standards and operations KPIs
• Working knowledge of commercial MEP systems, specifically HVAC, plumbing, fire and life safety systems and electrical distribution networks preferred
• Excellent communication, organization, written as well as analytical skills
• Ability to manage complex contracts and multiple stakeholders
• Life at WeWork
• Being a WeWorker is mor

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