Facilities Contract Manager

About Us

At We Work, 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.

About the Opportunity

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.

Key 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 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 (Mi Mos, 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 - Docu Sign 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
• Work closely with the Operations Director and Facilities Operations Managers on the strategy, and review all current systems and processes to ensure they are fit for purpose and the future.

This will include how we are currently saving all documentation, auditing, creating new procedures / policies and identifying future systems that can aid the department and expansion

Experience and Requirements

• 5 plus years experience in overseeing the facilities maintenance or operations function for a minimum of 5 locations
• Experience managing a team
• Business fluent in both German and English
• 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 We Work

Being a We Worker is more than just a job.

We believe the magic of work is sparked by the passion you bring, the places you go, the people you meet and the purpose you follow.

And it starts here.

Here you will brush shoulders with those who dare to dream and do.

Here you will be welcomed by a community that embraces and inspires you—because together we can achieve more.

Here we challenge ideas, and explore new ways of getting things done.

Whether you are part of our Employee Community Groups, or part of a global project, we ask you to bring your open-minded attitude and collaborative spirit.

In return, you will be part of a team where your unique perspectives are celebrated.

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