Facilities Specialist

What makes this a great opportunity?

Facilities Specialist Glasgow is part of SGS International Indirect Sourcing and Facilities Team consisting of a Global team of experts in Facilities Management, Sourcing and Procurement.

Locally, the Facility Team works in close collaboration with HR and Stakeholders, being responsible for all related to management, maintenance, and coordination for Glasgow office.

Management and control of Glasgow Office in all its categories, general maintenance services, coordination, contracting of services, Budgets, landlord main contact, and development of continuous improvement program that provides a service that reaches excellence.

There is a need to act as a company ambassador, working to build key relationships among different SGS stakeholders, building property and service suppliers. 

Role Responsibilities

Office Management

• Central point for any office issues
• Main contact for Landlord and Building Management Team, attending any meetings required by Building Management team.
• Main contact with Comms and HR for In Site events
• Purchase all office supplies/stationery required.
• New starter support to HR – Onboarding
• CSR – Staff engagement, Events
• Main IT contact/support link with IT Springburn
• Office post and courier contact
• Make all necessary changes to the layout according to business needs
• Office Reception - Attending Visitors

Vendors Management

• Source and manage Facilities vendors not covered by Landlord-
• Aircon/heating maintenance in accordance with lease obligations
• HSE checks, emergency lighting, water checks
• Fire equipment provider and servicing contractor
• Cleaning company, including waste collection, sanitary bin provider, consumables, plants
• Fruit, milk, snacks. Vending machines.
• General maintenance contractor.
• Manage Storage facility if in place.
• Management of access fobs, desk booking system
• Manage costs and process payments for all above vendors
• Vendors KPI tracking
• Management of access fobs, desk booking system.
• Manage Storage facility if any required.
•  ARIBA S2C – S2P
• Source, contact and manage all vendors related to Facilities need.
• Manage Ariba-S2P from vendors registration to PO´s.
• Raise and manage all Facilities purchase orders.
• Process all Facilities invoices.

Finance

• Annual budget monitoring and tracking for Glasgow office
• Periodical meetings with Indirect Sourcing UK Manager
• Monitoring spends and analysis.
• Producing monthly analysis reports
• Negotiate, Record and reporting all savings and cost avoidance.

Health & Safety

• Attending any safety meetings required by the building Management team.
• SGS H&S contact - Maintaining all coordination with H&S responsible (Victor Osuna)

Mobile Phones (already centralized)

• Manage the day to day running of based employees liaising with Indirect Sourcing UK for any issues and communicating any service issues. 
• Ordering new devices for new starts and employee renewals.

Qualifications

• Diploma (or equivalent) in Facility Management
• Minimum 3 years of facilities management experience.
• SAP and ARIBA knowledge
• Problem Solving
• Multicultural, open to dealing with diverse stakeholders as well as ability to work well with cross-functional teams
• Teamwork
• Communication
• Planning & organizing
• Proficient in Excel, Word and Power Point

KEY RELATIONSHIPS

Internal

• Main stakeholders are H&S, HR, Comms, Finance, Legal, GBS.
• Internationally, the jobholder will liaise with other SGS Sourcing and Facilities within International and Global Sourcing. Other Contacts within International or out potentially with corporate functions such as Legal, GMD, IT, GBS, Finance and Controlling.

External

• Preferred vendors at all levels.
• Landlord and Real Estate.
• Glasgow City Townhall.