Facilities Lead

3 days ago

Sharjah, United Arab Emirates Jacobs Full time

**Your Impact**:
We are looking for a Facilities Lead for our Sharjah office.
As a Facilities Lead, you will provides day-to-day management of facilities services and activities within an office.
You will be responsible for facility operations, including upkeep, reception, and mail, as well as office-related health, safety, security, and sustainability in the base office and other locations as per need.
In locations with more than one facility staff member, position provides primary leadership and direct supervision of Facilities staff within that location. May also support reprographics.

**Responsibilities**:

- Ensure that office is provided with the equipment, supplies, and services necessary for daily operations.
- Partner with local office line of business leadership on office-related issues, and attend meetings as required.
- Manage office overhead budget and monitor the financial reports to ensure accuracy. Provide input to annual business planning as it relates to the local office. Ensure all required Real Estate Operations Finance reporting and reviews are completed. Timely communication with Facilities Operations Manager on any significant variance to plan and necessary accruals or entries.
- Approve and process invoices and charges related to local facility management, ensuring proper coding according to REO expenditure and capitalization guidelines. Generate purchase requests, approve invoices, or gather bids when needed for Facilities requirements or changes.
- Communicate with office staff regarding any facility-related issues or information, including physical posting of all relevant or required materials, in line with any corporate or legal guidelines or direction.
- Serve as onsite contact for building management and local vendors or service providers as appropriate. Handle any rent, maintenance, or janitorial issues and escalate to Facilities Operations Manager where appropriate. Respond to requests for service or repair.
- Manage reception, mail and courier services, archive storage, as well as reprographics and office pool vehicles, where applicable.
- Review and understand local office lease and its’ terms and requirements (treat as a confidential document). Ensure all Real Estate related documents (including any landlord notices) are forwarded to Facilities Operations Manager.
- Support management of any sublease of local Jacobs office space.
- Perform headcount reviews, as well as utilization surveys when required.
- Assist in preparation of space and resources for new hires or transfers and communicate completion of tasks appropriately, including new starter induction (orientation), and any Health, Safety, and Environmental requirements. May also provide tour and information on local office.
- Provide support for Human Resources where requested. May assist with collecting assets or paperwork for employee terminations. Work with business leaders to ensure vacated space is cleared and prepared for future employees.
- Accountable for the overall cleanliness, appearance, and functionality of the office, which may necessitate the performance of custodial duties.
- Support Health, Safety, and Environment and Global Security & Resilience with local office tasks including support for specific local plans.
- Assist in ensuring the security of the physical office space in accordance with security guidelines; including ID badge creation and recovery, access card and visitor management, communication regarding emergencies, etc.
- Support office sustainability tasks and reporting, ensuring the generation of Office Sustainability Plan.
- Assist with ergonomics requests, as needed.
- Manage local offsite archiving and destruction. Provide guidance to project managers on best practices and recommend methods for handling filing needs.
- Serve as onsite lead for changes within local office or office relocation, completing tasks as part of facility project team. Coordinate furniture moves, reconfigurations, or installations as needed in partnership with Workplace COE. Also be able to handle any/all Facilities Fit-out works in minimum supervision.
- Upkeep of all Facilities data for the local office in alignment with global requirements, including floor plans, phone lists, health and safety information, office head counts, vendor performance, responses to team inquiries, Work Location pages, etc.
- In locations with more than one facility staff member, supervise facilities staff at location of responsibility, performing all associated tasks. Participate in the hiring and training of new facilities staff, serve in both the interview and integration processes.
- May also have building & grounds responsibilities (where there is no landlord provided property management).
- May support cross functional teams or projects.
- May support small remote locations, as needed.
- Other duties as assigned by supervisor.

**Here’s What You’ll Need**:
Bachelors Degree with similar experince.

Preferred FMP certif

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