Global Facility manager

We are looking for a hands-on and structured Global Facility Manager who can own the physical and administrative environment of a fast-growing international company. This role is about making offices work seamlessly — from daily operations and vendor coordination to cost control and cross-team alignment. The ideal candidate is someone who is comfortable operating at both strategic and operational levels, can take ownership across multiple locations, and acts as a reliable point of coordination between offices, service providers, and internal teams.   Key responsibilities:

Global Facilities and Administration Leadership:

Act as Head of Facilities / Head of Administration for all company offices globally;

Lead and coordinate Office Managers, administrative staff, and the employee responsible for travel arrangements and business meetings;

Establish and maintain unified standards, procedures, and best practices for office and administrative operations;

Serve as the main escalation point for facilities and office-related matters;

Office Management (Primary Office ~90 employees):

Oversee daily office operations, including: catering and food services, office supplies and consumables, cleaning and maintenance, access control and basic physical security, workspace readiness and employee comfort.

Ensure smooth office operations and a high level of service for employees;

Vendor and Landlord Management:

Lead negotiations with landlords (leases, renewals, amendments, service levels);

Manage relationships with service providers (cleaning, maintenance, catering, utilities, and other services);

Negotiate commercial terms, discounts, and cost optimizations;

Monitor service quality and compliance with contractual terms and SLAs;

 

Procurement and Office Support:

Organize procurement of furniture, equipment, consumables, and services;

Ensure cost-effective purchasing and coordination of procurement across multiple locations;

Budget Supervision and Cost Control (Global):

Supervise and control facilities and administrative budgets across all locations, ensuring alignment with financial targets;

Monitor and manage spending discipline, actuals vs. budget, and implementation of cost-saving measures across offices;

Provide consolidated reporting and cost visibility to Finance and management, ensuring transparency and predictability of expenses;

Virtual Offices and Administrative Payments:

Manage virtual offices across jurisdictions (contracts, renewals, scope of services);

Oversee and approve payments related to administrative and virtual office services;

Ensure compliance with local requirements regarding registered addresses and administrative presence;

Cross-functional Collaboration:

Work closely with IT on office infrastructure, equipment, and access-related matters;

Partner with HR, Finance, and Legal on administrative and office-related topics;

Support office openings, relocations, and team expansions;

Required Skills & Experience:

Solid background in Facilities Management, Office Management, or Operations;

Strong negotiation and vendor management skills;

Experience working with budgets and financial tracking;

Ability to manage multiple locations and priorities simultaneously;

Confident communicator, not afraid of difficult conversations;

Highly proactive and ownership-driven mindset;

Fluent English;