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Welcome to the Apex Group, a world-leading provider of fund administration and middle office solutions. We have an exciting opportunity for a Facilities Manager to join our team. The successful candidate will be responsible for managing the day-to-day operations of our facilities, ensuring that they are well-maintained, secure, and compliant with relevant regulations.
In this role, you will be responsible for coordinating meetings and events, answering phone calls, distributing mail, and interacting with office visitors and interview candidates. You will also be required to manage facilities in Mexico, serving as the point of contact for landlords and in-house clients, and overseeing the provision of general facilities services.
Responsibilities:
- Ensure Compliance: Ensure compliance with all procedures, policies, and regulations, and respond to regulatory issues and inspection findings.
- Facility Budget Management: Determine needs for space and equipment leases, purchases, and services, and manage facility budgets.
- Negotiation and Contract Management: Negotiate contracts with vendors and maintain vendor relationships.
- Project Management: Oversee office relocation, internal moves, and refurbishments, and prioritize, coordinate, and monitor the completion of work orders for facility maintenance issues.
- Health and Safety: Ensure inspections are conducted to verify the facility is in safe operating condition and correct any issues found.
Administrative Support:
- Record Keeping: Keep records of all invoices, submit annual inventory, and work closely with local HR department.
- Communication: Communicate with attorneys on legal work, receive mail, and send shipments within and outside the country.
Requirements:
- Minimum of 3 years' experience in facilities management in a corporate office environment or similar.
- CORPORATE/MULTI-SITE EXPERIENCE REQUIRED.
- Contract experience and negotiation skills.
- Lease knowledge, design, building materials, real estate.
- Knowledge of security and health and safety procedures.
- Excellent problem-solving, team, and time management skills, managing multiple deadlines for self and others.
- Able to supervise and manage staff members effectively.
- Proficiency to operate independently.
- Knowledge of project management methods and techniques.
- Experience of office relocations and refurbishments.
- Knowledge of facilities functions and procedures.
- Excellent verbal and written communication skills to various levels both externally and internally in the organization.
