Job Description
1. Main point of contact for all international locations across Europe, Asia, Middle East and South America in relation to operational property services and operational related issues, including and not limited to services such as shredding, cleaning, handyman services etc
2. Landlord relationships across international sites (first point of contact/escalation)
3. Oversight of all international offices, leveraging/managing Facilities local staff
4. Operational risk duties – Corporate Services Department dedicate at least % as a whole department
Key Responsibilities & Tasks
Operational – International
5. Manage / Oversee day to day operational requirements and challenges of all international locations, supported by outsourced vendors as required. This includes the full range of services including and not limited to facilities, engineering and reception for example
6. Relationship management of internal clients across all international locations
7. Support/involvement in rolling out operational requirements of new office locations (ie projects) – driving consistency and delivery enhancements and ensuring deadlines are met, leveraging project management and other team workstreams such as Legal and Procurement to ensure appropriate vendors are sourced and services implemented in a timely manner
8. Implementation of procedures/controls/documentation for international locations, ensuring processes are understood locally and followed, feeding into department Risk Self Assessment (RSA)
9. Ensure international contracts performance levels are met, supported by the Contracts Manager
10. Renegotiation of international contracts, as required, supported by the Contracts Manager / Procurement
11. Oversight of the Health & Safety workstream, maintaining a safe and healthy work environment, ensuring compliance with international health and safety standards and regulations, working with the UK H&S Manager as required and third party advisor (to be appointed)
Real Estate
12. Involvement in real estate transactions across the international portfolio, including preparing financial analysis for presentation to Senior Management
Building Management
13. External - Local landlord liaison relating to issues in international locations (ie aircon, leaks etc)
14. Internal - Liaison point for general enquiries from business units in relation to current space occupancy/expansion etc
15. Service charge interrogation / audits
16. Management of any sub tenants (none currently)
Strategic
17. Cost efficiency / cost reduction – make recommendations for international locations, drive roll out and enhanced reporting
18. Drive better ways of working and improvement of service delivery from our outsourced operational partners, including involvement in AI projects
19. Oversee ESG / Environmental / Energy Efficiency / Regulatory requirements in non UK locations eg, waste management, WEEE equivalent, supported by the Health & Safety Manager and ensuring we are aligned globally with the US
20. Build presentations for Senior Management as required, with support from Department Administrator
21. Undertake headcount analysis for business growth, working with COOs /Business Unit leads as required
22. Represent Corporate Services at ‘New Business’ meetings as required
Financial
23. Cost reviewer/approver for international locations
24. Budgets – feed into and understand site budgets for Occupancy & Equipment, ensuring operational costs are well presented and budgeted
25. Involved in building project budgets (internal PIF format) and presenting to US Management for sign off, as required
Reporting
26. Review and drive enhancement of Department MI (released to COOs) to represent non UK offices, working with Special Projects & Strategic Manager
27. Review ‘Risk’ activities for international locations – main point person for escalation of issues relating to KRIs, RSAs, incidents reporting, working alongside the ORRs
Other
28. Department representation for escalation or assistance with any audit investigations or proposed process changes
29. Other ad hoc project work as required
30. Travel, as required
31. Potential to develop role to take on heading up the Project Management workstream (TBD)
Qualifications/ Experience
32. International facilities operational background a must
33. Real Estate experience preferred, particularly across Europe and Asia
34. Project management experience, particularly in relation to new office openings
35. Operational risk – strong risk manager with experience in key risk indicators, thresholds and trend analysis and the reporting thereof
36. Incident management – key member of the incident management process for facilities but also the broader incident management process for the firm
37. Financial Services industry experience preferred
38. Systems: Advanced Microsoft Office Suite – ability to create presentations and produce financial analysis
39. Collaborative approach, and able to work with multiple disciplines throughout the firm
40. Staff management experience, and leadership qualities
LI-PS