Facilities Contract Manager - Berlin

About Us · 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 ...

Jobbeschreibung

About Us

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.

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 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

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 WeWork

Being a WeWorker 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.