Facilities Manager

Facilities Manager

Your mission:

The Facilities Manager is responsible for proactively managing the offices in the Netherlands and currently 11 international branches, ensuring an excellent working environment for its employees and its activities.

You will provide 'fit for purpose', safe, cost effective, environmentally aware & compliant facilities, within agreed budget plan.

In addition, the Facilities Manager supports the Head of Facilities Europe with European projects and deputising in their absence. Suring an excellent working environment for its employees and its activities.

Taking responsibility for both hard and soft services we are searching for a high performing, hands-on, highly effective Facilities Manager with experience of working in complex, matrix managed environments.

What will you do:

Property Management

• Support the establishment and liquidation of branch offices.
• Take the lead in refurbishments and relocations, liaising with contractors, local and central back office teams and management and ensuring the office spaces, demo & training facilities are properly set up and uphold the brand image and reputation of Epson.
• Pro-actively manage the relationship with the landlord and suppliers, ensuring positive relationships are maintained. Highlight any issues and requests in a timely manner and negotiate solutions that are in Epson's best interest commercially.
• Ensure that a proactive maintenance plan is put into place by Epson and the landlords, to ensure that the building services are fully functional and we protect our asset investment.
• Working with central Facilities, supervise and coordinate work of contractors. Implementation of a permit to work system. Check that agreed work by staff or contractors has been completed satisfactorily and follow up on any deficiencies. Evaluation of vendors, method statements and building documentation

Facilities Services

• Provide first point of contact for facilities related matters for management and employees in branch offices.
• Manage and plan all essential local facilities services such as reception, goods in, security, business continuity, maintenance, mail, archiving, cleaning, catering, and waste disposal & environmental activities.
• Manage the allocation and utilisation of space and resources for building (such as desk, car parking spaces and equipment), including pro-actively identifying future desk and equipment requirements with internal customers, and managing desk moves and associated documentation.
• Management of storage and recording of facilities stock/assets.
• Support the aligned European and local Business Continuity Plans.

Contract Management

• Be first point of contact for all facilities related contractor relationships, including local landlord, maintenance support and other local services
• Support the maintenance of the property portfolio database to ensure accurate and current information is available at all times to support and guide the business review of each assigned office.
• Support lease and related contract negotiations
• Investigate, identify and implement improved services and cost savings

Financial Management

• Prepare, report and manage full year budget plan with regular forecasting
• Manage and maintain all related expenditure within approved budget, whilst ensuring financial and other internal procedures and controls are adhered to
• Ensure accurate and timely invoice processing of purchase orders and invoices for vendor payment
• Take a lead role in asset and inventory management, ensuring accurate records are maintained for submission to Finance
• Maintain accurate records of asset and asset lifecycle to ensure they are fit for purpose and identify required repair/replacement budgets
• Support EUROPE Facilities insurance activities, working with local brokers and supporting claims handling as requested by EUROPE Facilities management.

Health and Safety and Environment

• Provide a high-quality safe working environment, which is compliant with current health & safety legislation, other relevant environmental regulations, company standards (including SEC policies) and industry best practices. Provide workstation assessments and training and manual handling training if required.
• Ensure that any risk assessments relating to the office or project work are undertaken as necessary and any remedial work is documented and completed.
• Ensure trained Fire Officers and First Aiders are available in all offices and that there is a current, documented, tested and communicated Evacuation Plan.
• Support maintenance of ISO 14001, AEO and ISO 9001 certification and other environmental activities.
• Drive the Epson green message and deliver on the CSR targets for Facilities.

Team Management

• Manage, motivate and develop all team members, setting objectives, carrying out regular reviews and appraisals
• Implement common processes and practices throughout the team and ensure effective communications are in place
• Provide guidance, training and work instructions to Administrators in the branch offices on facilities related responsibilities and tasks
• Support the Head of Facilities EUROPE by leading or participating in EUROPE projects
• Back up for Head of Facilities EUROPE for urgent matters in their absence.
• Actively maintain and participate in regular meetings and conferences with Facilities EUROPE to ensure a consistent approach to services and processes.

What we ask for:

• Multi-site experience in Total Facilities Management
• Significant experience of managing a building, and facilities services across multiple countries.
• Practical experience in property lease, contracts and agreement management
• Financial experience in managing international facilities budgets in excess of €3m
• Experience in developing, implementing, and managing a business continuity plan.
• Experience in procurement/tender processes (beneficial)
• Ability to operate in a multinational, multi-cultural environment
• Ability to set and enforce deadlines.
• Good written & verbal communication skills.
• Demonstrated Health & Safety and security skills gathered in a corporate office environment.
• Good customer service skills.
• Able to motivate, drive and engage the local and central teams.
• Able to deliver positive results in a complex international and matrix management environment
• Microsoft Office suite. Experience with SAP and Sharepoint is highly beneficial.
• Fluent in English, with strong negotiating & influencing skills. Proficiency in another European language is beneficial
• Experience with Autocad (beneficial)

We are keen to hear from you even if you don’t match all listed requirements, but you identify with our brand and passion for innovation.

What we offer:

Our benefits

You will have access to a wide range of flexible benefits including a strong contributory pension plan, private healthcare, life cover, gym membership, an Employee Assistance Programme, employee discounts on Epson and Seiko products, and more. Epson also promotes hybrid working, with a minimum of 25 days holiday per year.