Facilities Senior Manager (m/f)

1. THE ROLE

1. Role Overview

The Senior Manager Facilities ensures the optimal functioning of all facilities to support business operations and employee well-being. This role involves managing several functions - Workplace / Logistics, Hospitality, and Security & Safety - while collaborating closely with stakeholders like the Property Manager, the responsible of Business Continuity, Risk Management, and so on to ensure compliance with regulatory and safety obligations.

In addition, the Facilities Senior Manager will oversee the operations and services of the Business Center, ensuring it provides a professional, efficient, and welcoming environment for internal and external clients. This includes managing meeting spaces, reception services, and related amenities to support business activities.

The Senior Manager Facilities will also oversee vendor contracts, sustainability initiatives, emergency preparedness, and document management processes (including archiving and secure storage), while managing the department's budget and implementing cost-saving measures.

2. Key Responsabilities

Workplace / Logistics Management

• Supervise office supply and furniture inventory.
• Coordinate internal moves for employees and new joiners.
• Oversee mailing and dispatching services.
• Manage shared car fleet and parking spaces.
• Implement waste management processes.
• Manage archive, including on-site and off-site storage.
• Lead space planning and desk allocation initiatives.
• Oversee building technical maintenance and liaise with external contractors when appropriate.
• Oversee secure storage environments, access controls, and retrieval processes for physical records.
• Coordinate secure document destruction in line with regulatory requirements (maintenance of audit trails).
• Oversee and coordinate all document management activities for domiciliated companies-scanning, indexing, archiving, borrowing, versioning, and quality control to ensure accuracy, compliance, and efficient workflow.

Hospitality Management

• Manage reception desk operations and client-facing areas.
• Ensure coffee corners, cafeteria, and lounge areas are well-maintained.
• Organize internal and client meetings / events.
• Oversee sport room facilities and ornamentation of internal/external spaces.

Security and Safety Management

• Identify and coordinate the delivery of security and safety training sessions to employees.
• Ensure compliance with security and safety regulations, fire safety, and health standards.
• Plan and conduct periodic controls, evacuation tests and business continuity measures.
• Manage building access management across the company.
• Manage Security Company

Additional Responsibilities

• Negotiate and manage vendor/service contracts.
• Implement energy efficiency and sustainability initiatives (by following the agreed framework in place).
• Monitor and report on sustainability KPIs.
• Manage the Facilities department budget and identify cost-saving opportunities.
• Work closely with the Property Manager to ensure all safety-related legal obligations of the company are met.

3. Key Relationships

3.1 Internal contacts:

Department Heads
HR and Finance teams
All employees for space planning and safety training

3.2 External contacts:

Property Manager, Landlords and property owners
Vendors and service providers
Regulatory authorities for safety compliance
Sustainability and certification bodies

II. THE PROFILE

1.Experience

Minimum 10 years proven experience in a similar role within a larger local company (part of a group entity is a plus).
Project management experience (relocation, fit-out, renovation projects).
Multi-disciplinary technical knowledge (HVAC, electrical, fire safety systems).
Experience in sustainable initiatives and/or technical expertise is considered an asset.

2. Qualifications

Holder of a valid Designated Worker Certification.
Bachelor's or master's degree in engineering, Facility Management, or Business Administration.
Experience with an integrated workplace management system is considered as an asset.
Experience with sustainability certification standards.
Project Management certification (e.g., PMP) is an advantage.

3. Competencies

Strong leadership and team management skills.
Excellent organizational and problem-solving abilities.
Ability to manage multiple priorities under tight deadlines.
Strong communication skills in English and French.
Financial acumen for budgeting and cost optimization.
Crisis management and emergency response planning.

4. Competency Profile

The competency is linked to the four pillars: Care, Social, Excellence and Entrepreneurship as detailed in the competency model for a Senior Manager Facilities.