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Facilities Manager (Nordics), Stockholm

Job Title: Facilities Manager (Nordics), Stockholm
Contract Type: Permanent
Location: Stockholm, Sweden
Industry:
Salary: SEK
Start Date: ASAP
Reference: 13
Contact Name: Janet Downer
Contact Email: janet@consultfpi.com
Job Published: May 24, 2016 13:23

Job Description

I am looking for an Facilities Manager who will be based in Stockholm and responsible for the Nordic region including a number of small sites. This position is an exciting opportunity and will suit someone with an energy and enthusiasm for FM.

The role will have functional accountability for an assigned sector of the Client Sites and the jobholder is responsible for all aspects of client and tenant satisfaction. 

Responsible for working directly with the local client to ensure a thorough understanding of their objectives and the implementation of acceptable property-specific operating strategies that achieve these required standards.

Managing and coordinating the efforts of the FM team (e.g. direct reports, service providers, contractors, and building employees)  to achieve the goals.

Essential duties and responsibilities

  • Communicate with Client’s Business representatives:
    • Local team(s)
    • Area Manager(s)
    • Core teams (both IFM and Corporate Solutions teams)
    • Client’s support teams (IT, HR, etc.)
  • Oversee remotely Client’s offices where on site FM resources are not present.
  • Visit each site at least monthly to perform EHS Audits, Quality Audits and meet with local Client representative
  • Oversee office-space provider on services delivered:
    • Reception support
    • Cleaning
    • Kitchen equipment and supplies (when applicable)
    • Small maintenance tasks
    • Technical maintenance for installations (AC/heating/fire extinguishing system, electrical installations etc.)
    • Fire evacuation
  • Manage and maintain contact with relevant vendors:
    • Ensure the local-supplier base is up-to-date
    • Arrange PO’s for services required on each site
    • Report on issues, recommendations and cost estimates concerning services such as:
      • Stationary / Office supplies (including business cards, Client’s branded products, etc.)
      • Kitchen equipment and supplies (when applicable)
      • Other services depending on local teams’ needs (outside office-space provider’s scope)
    • Ensure that contracted resources deliver work to meet duration and quality targets, addressing and ensuring the correction of under-performance issues
    • Establish and operate the information systems necessary for effective scheduling and recording of contract work
    • Creation and adherence of maintenance regime for Client’s assets (planned and unplanned)
    • Training employees to first aid and Health and Safety procedures
  • Ensure that both office-space provider and vendors meet KPI’s and SLA’s
  • Raise purchase/work orders and process invoices:
    • Liaise and coordinate with Client’s Business representatives on costs’ matters (following the agreed approval process)
    • Handle administrative procedure accordingly, e.g.:
      • Creating requisitions
      • Receiving amounts
      • Adding funds
      • Etc.
    • Review and follow-up on invoices
  • Point of Contact for:
    • Help desk requests (interface with internal customers and action queries promptly in line with SLA’s)
    • Security/alarm responding
  • Preparation and distribution of Quarterly / Annual Business Review information to client’s satisfaction.

Key performance measures

  • Compliance with service provision as detailed in the contract
  • Compliance with the Health and Safety responsibilities
  • High Customer Satisfaction rating as measured in regular surveys
  • Compliance with Best Practice documentation
  • Pursue continuous improvement

Competencies

The candidate must demonstrate the following personal attributes:

  • Customer focused
  • Assertive
  • Possess cultural awareness and sensitivity

Experience

  • Ideally 4 years + experience in Facilities Management role within a commercial organisation
  • Experience of owning facilities contracts and supplier/ contractor management
  • Experience with EU Facility legislation, and governing bodies

Qualifications

  • Quality Assurance knowledge and experience desirable
  • Fluency in English and Swedish is essential

 

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