Facilities Contract Manager

About the Opportunity

As a Facilities Contract Manager, you will support the Facilities Operations Managers in delivering Buildings’ operational standards and KPIs. You will lead a proactive approach to Operational Standards, Safety, Communication, and Cost Management, overseeing the operational and commercial performance of facilities services contracts and supplier performance.

Key Responsibilities

• Vendor Management
  • Manage, monitor, and report on vendor performance for hard and soft FM services.
  • Chair monthly, quarterly, and annual meetings with service providers to review performance against SLAs & KPIs.
  • Hold vendors accountable for performance gaps and follow up on action items.
  • Maintain up‑to‑date Maintenance & Cleaning performance scorecards.
  • Track serviced assets at each building and ensure compliance with relevant legislation via vendor CMMS or GDrive.
  • Ensure all legal and statutory requirements for services and goods in buildings are met.
  • Take full accountability for all costs associated with service contracts, reporting risks and forecasting future overspend.
  • Support annual budget preparation and cost submission for future expansion/occupancy.
  • Manage lift vendors, statutory inspection schedules, and building data tools to identify problem buildings.
  • Support the legal team on the liquor licence process where applicable.
  • Serve as an ambassador and expert on Workday, Salesforce, and Power BI.
  • Ensure vendor invoicing and payment processes are followed and raise purchase orders.
  • Lead end‑of‑month Opex reviews to capture costs and accrue accruals.
  • Maintain cost trackers across all markets, reflecting changes to fixed contract costs and variables (MiMos, add‑ons, etc.).
• Cost Management
  • Mid‑month reporting and end‑month Opex vs. budget reporting.
  • Support order platform issues, escalations, REQ/PO defects, tickets, CT queries, etc.
  • Manage invoicing, payments, accruals, late payments, and escalations.
  • Lead large/small projects such as opex savings, warehouses, community cost trackers, MIMO, and add‑on catalog projects.
• Strategic Contract Management
  • Monitor contract expiration pipeline.
  • Collaborate with procurement on sourcing new vendors and bringing them to the RFP process.
  • Manage existing contract reviews, renewals, administration, new vendor onboarding, and terminations.
  • Drive cost management through analysis of costs, ongoing demand, and vendor accountability to agreed costs.
  • Identify and implement efficiencies within existing contracts.
  • Renew contracts, manage new MSA submissions to Legal, DocuSign sign‑offs, and WD uploads.
  • Coordinate RFPs with procurement and support mobilisation activities.
  • Prepare upcoming year budgets and submit estate costs for future expansion.
  • Work closely with the Operations Director and Facilities Operations Managers to review current systems and processes, and to implement future‑ready solutions.

Experience and Requirements

• 5+ years of experience overseeing facilities maintenance or operations for at least 5 locations.
• Experience managing a team.
• Fluent in German and English.
• Ability to work independently or as part of a team.
• Preferred: 2‑year technical degree or 4‑year college degree and understanding of compliance, safety standards, and operations KPIs.
• Working knowledge of commercial MEP systems, including HVAC, plumbing, fire and life safety systems, and electrical distribution networks (preferred).
• Excellent communication, organization, written, and analytical skills.
• Ability to manage complex contracts and multiple stakeholders.