Senior Facilities Manager

Job overview

The Senior Manager is a crucial leadership role responsible for the strategic management and optimization of Facility Management (FM) services across multiple sites in Spain Portugal & Italy. This position requires a visionary leader with extensive FM experience capable of driving operational excellence fostering innovation and delivering exceptional value to the organization and its clients. The ideal candidate will possess a unique combination of technical expertise business acumen and interpersonal skills to navigate the complex landscape of multi-site facility management.

Detailed Responsibilities:

Strategic Facility Management:

• Develop and implement a comprehensive FM strategy aligned with organizational and client objectives
• Conduct regular SWOT analyses of FM operations and services
• Identify and capitalize on emerging trends in the FM industry
• Create long-term plans for potential facility upgrades expansions and consolidations
• Establish and maintain strategic partnerships with key industry players
• Develop contingency plans for various scenarios affecting facility operations

Operations Management:

• Oversee daily FM operations across multiple French sites ensuring seamless service delivery
• Develop implement and continuously refine standardized processes and procedures
• Ensure strict compliance with French and European regulations including labor code safety and hygiene standards and other relevant laws
• Coordinate and manage all facility-related projects including renovations relocations and new site setups
• Implement and maintain robust quality control measures for all FM services
• Oversee space planning and management to optimize workspace utilization
• Manage security operations including access control and surveillance systems
• Coordinate with IT departments to ensure appropriate infrastructure support for all facilities

Vendor Management:

• Develop and execute a comprehensive vendor management strategy
• Select negotiate and manage contracts with service providers and suppliers
• Implement a vendor scoring system to objectively evaluate performance
• Conduct regular vendor reviews and audits
• Maintain strong relationships with key suppliers through regular communication and collaboration
• Ensure all vendors comply with company policies legal requirements and industry standards
• Implement a supplier diversity program to support local and minority-owned businesses
• Develop and maintain a contingency plan for critical vendor services

Financial Management:

• Develop and manage annual budgets for all facilities typically in the range of 10 to 50 million euros
• Implement sophisticated financial modeling and forecasting techniques
• Monitor and control expenditures identifying and implementing cost-saving opportunities
• Prepare detailed financial reports and presentations for senior management and stakeholders
• Analyze operational costs and implement efficiency measures across all sites
• Develop and manage capital expenditure plans for major facility improvements
• Implement activity-based accounting to accurately allocate FM expenses
• Collaborate with procurement to optimize purchasing processes and achieve economies of scale

Human Resource Management:

• Lead motivate and develop a diverse team of 50 to 100 facility management professionals
• Implement a comprehensive performance management system
• Conduct regular performance evaluations and provide constructive feedback
• Identify training needs and implement customized development programs
• Ensure adequate staffing levels and lead recruitment efforts for key positions
• Foster a culture of continuous improvement and innovation within the FM team
• Implement succession planning for critical roles
• Manage relationships and negotiations with unions where applicable

Service Optimization:

• Implement Lean and Six Sigma methodologies to optimize FM processes
• Develop and track a comprehensive set of key performance indicators (KPIs) for all FM services
• Utilize advanced data analytics and visualization tools to identify trends and improvement opportunities
• Conduct regular benchmarking against industry standards and best practices
• Implement new technologies such as IoT sensors AI-based predictive maintenance and smart building systems
• Develop and manage a continuous improvement program with regular kaizen events
• Establish a knowledge management system to capture and share best practices across sites

Stakeholder Management:

• Act as the primary point of contact for C-level stakeholders from client organizations
• Develop and maintain strong relationships with key decision-makers in client organizations
• Regularly communicate with clients to understand their evolving needs and expectations
• Provide strategic advice on facility-related matters to client leadership
• Present comprehensive performance reports and improvement plans to client stakeholders
• Conduct quarterly business reviews with key clients
• Develop and implement customer satisfaction surveys and act on feedback
• Manage conflict resolution and escalations with high-level stakeholders

Sustainability and Energy Management:

• Develop and implement a comprehensive sustainability strategy across all facilities
• Set and achieve ambitious energy reduction and waste management goals
• Implement green building certifications (e.g. HQE BREEAM) across the portfolio
• Monitor and reduce energy consumption and carbon footprint using advanced energy management systems
• Ensure compliance with environmental regulations and corporate sustainability goals
• Implement circular economy principles in FM operations
• Collaborate with local utilities to participate in demand response programs
• Develop and manage a green procurement policy

Emergency Planning and Business Continuity:

• Develop implement and regularly update comprehensive emergency response and business continuity plans
• Conduct regular risk assessments and implement mitigation strategies
• Organize and lead crisis management teams
• Conduct regular drills and training sessions for staff and occupants
• Coordinate with local authorities emergency services and other relevant agencies
• Implement and manage an emergency notification system
• Develop and maintain a business impact analysis for critical facilities and services

Innovation and Technology Integration:

• Stay current with emerging technologies in the FM field
• Evaluate and implement appropriate FM software solutions
• Lead the digital transformation of FM operations
• Implement Building Information Modeling (BIM) for facility management
• Explore and implement AI and machine learning applications in FM
• Develop a roadmap for smart building implementation across the portfolio

Health and Safety Management:

• Ensure compliance with all relevant health and safety regulations
• Implement and maintain a comprehensive occupational health and safety management system
• Conduct regular safety audits and risk assessments
• Develop and deliver safety training programs for staff and contractors
• Investigate incidents and implement corrective actions
• Manage relationships with regulatory bodies and inspectors

Reporting and Communication:

• Develop and maintain a comprehensive reporting framework for all FM activities
• Prepare and present regular reports to senior management and stakeholders
• Develop and implement a communication strategy for FM initiatives
• Represent the FM department in cross-functional meetings and projects
• Contribute to corporate annual reports and sustainability reports

Qualifications:

• Masters degree in Facility Management Engineering Business Administration or related field
• Minimum of 12-15 years of facility management experience with at least 8 years in a leadership role
• Proven experience managing multiple sites and large-scale operations in France
• In-depth knowledge of Spanish building codes regulations and FM best practices
• Strong understanding of French labor law and associated practices
• Excellent leadership and team management skills with experience leading large diverse teams
• Advanced financial acumen and experience managing large budgets (10M)
• Proficiency with FM software (e.g. IBM TRIRIGA SAP Planon) and advanced MS Office skills
• Fluency in Spanish and English (written and spoken) other European languages a plus
• Six Sigma Green Belt or Black Belt certification preferred
• Project Management Professional (PMP) certification desirable

Key Skills:

• Visionary leadership with the ability to inspire and motivate teams
• Strategic thinking and problem-solving skills
• Excellent communication and interpersonal skills with the ability to influence at all levels
• Strong negotiation and conflict resolution capabilities
• Adaptability and resilience in a rapidly changing environment
• Exceptional attention to detail combined with the ability to see the big picture
• Customer-focused mindset with a commitment to service excellence
• Analytical thinking and data-driven decision-making skills
• Change management expertise
• Innovative mindset with the ability to drive digital transformation
• High ethical standards and commitment to sustainability