Deputy Head of Facilities

Facilities & Operations:

• Oversee, negotiate, and manage contracts and service providers to ensure efficient building operations and high service standards.
• Liaise with landlords, property management teams, and external vendors to resolve maintenance and operational issues promptly.
• Manage and support regional Facilities Managers to ensure consistent operational practices, compliance, and quality standards.
• Ensure full Health & Safety compliance across all offices, implementing proactive measures and corrective actions where needed.
• Oversee preventive maintenance programs to optimise asset performance and reduce downtime.

Facilities & Operations:

• Maintain and manage service contracts (e.g., cleaning, maintenance, security) ensuring cost-effectiveness and adherence to company policies.
• Lead global vendor management initiatives, standardising procurement processes and benchmarking supplier performance across regions.
• Evaluate vendor KPIs regularly and coordinate tendering or re-tendering processes when required.

Security:

• Manage and maintain global access control systems and coordinate with IT and local teams to ensure secure and compliant configurations.
• Conduct regular security and safety audits, ensuring all locations meet access and emergency protocol standards.
• Partner with local site leads and building management to sustain a safe and secure working environment.
• Oversee emergency response procedures, support the development of Business Continuity Plans (BCP), and coordinate drills and incident reviews.

Projects:

• Support international office construction, fit-out, and refurbishment projects from planning to completion.
• Collaborate with internal stakeholders, design teams, and external contractors to ensure delivery within agreed timelines, budgets, and quality standards.
• Coordinate with the Head of Facilities and regional teams to implement global facilities initiatives.

Budgeting & Documentation:

• Assist the Head of Facilities with the preparation and management of global budgets.
• Review and process invoices, ensuring compliance with financial policies and accuracy against approved budgets.
• Maintain organised documentation of all facilities-related contracts, leases, and projects.
• Provide regular reports and updates on facilities performance and expenditures.

Qualifications & Experience:

• Management, ideally across multiple international sites.
• Proven experience managing construction and office fit-out projects globally.
• Excellent communication and stakeholder management skills.
• Ability to travel internationally as required.
• Proven experience (5+ years) in Facilities Management,
• Operations, or Workplace Services, ideally within a multi-site or international environment.
• Strong background in vendor and contract management, including negotiation and performance evaluation.
• Familiarity with Health & Safety regulations, building compliance, and environmental standards.
• Experience managing office construction, refurbishment, or relocation projects.
• Excellent organisational and stakeholder management skills, with the ability to communicate effectively across functions and regions.
• Strong financial acumen and experience working with budgets and procurement processes.