Country Workplace Solutions Manager / Office Manager

Job Description

POSITION SNAPSHOT
Location: Tehran - Islamic Republic of Iran
Company: Nestlé Iran - Tehran Office Full-Time


POSITION SUMMARY
To provide end to end real estate services including facilities management, lease transactions and capital projects. Generalist role that requires specialist expertise, solves complex problems using sophisticated analysis. Interprets business challenges and recommends best practices to improve products, processes or services. Subject to local organizational built-up, the manager is responsible for selecting, developing and evaluating personnel to ensure efficient operation of the unit. Accountable for the overall performance and result of the local WPS team. Ensuring smooth WPS operations and act as main point of contact for the assigned Nestle site(s). Manage company procedures and facility operation. Support Nestlé’s values by implementing WPS guidelines, “green” initiatives and providing regular feedback on the facility management companies` performance. Ensure that pre-defined financial targets are met and participate in budget forecasting exercise.

A DAY IN THE LIFE …

• Workplace practices
- Develop country level workplace strategy as per operational gaps, local and sub-regional business requirements
- Manage local execution of regional strategies
- Set and deploy local targets based on regional targets (incl. portfolio efficiency, workplace standard and if applicable sustainability targets)

• Financial acumen
- Preparation of annual country budgets both MOGE & FFOH as per contracts; services agreements, maintenance plan, asset replacement plans
- Safeguarding the pre-approved annual budgets are not exceeded, achieve pre-set savings targets
- Tracking of spend and cost bookings in owned cost centers and initiate necessary changes in alignment with the F&C organization
- Overlook the fixed asset transfers upon project closures and active involvement in the annual asset inventory reviews (Physical check)

• Lease management
- Tracking of existing lease contracts and initiate timely actions for renewals, lease extensions, disposals, negotiation on the payment term, mitigation of the inflation on the rental in the country.
- Coordinate real estate transactions with NGBS and local Legal, Sourcing teams
- Ensure portfolio efficiency per location/country based on defined portfolio targets
- Build local network with agents, developers, consultants and other corporate real estate professionals
- Initiate timely rent payment to Landlords
-Follow up with Legal & Tax team in finance for all related payment to the lease
-Constantly benchmarking the market for alternative location of office.

• Capital projects
- Secure approvals by authorized business owners and officials to execute projects (use of specific templates if necessary)
- Be actively involved in Procurement lead construction/fit-out project specific negotiations
- Responsible for defining project scopes and interference with key stakeholders (IT, HR, Security and business)
- Project budget ownership, cost monitoring, related payments (POs, GRs) ensure approved project budget is not exceeded.

• Workplace service delivery (Facility management)
- Monitor all facility services as per defined KPIs and scope of local FM service contracts, payment and change terms (incl. cleaning, physical security, gardening, office supplies, canteen, preventive and reactive maintenance of critical and non-critical assets in HO, reception, Mail officer, Fleet management and any other 3rd party services as per local requirement)
- Understand local health and safety requirements and ensure compliance with local regulations and/or Nestle standards
- Monitor deliverables by Landlords (maintenance and repair of critical building assets, fire safety standards)
- Analyze end-user workplace survey, build and execute improvement strategy (incl. opportunities, risks, impact on users)
- Manage local workplace communication with internal Communication team, business and end-users
- Execute on Sustainability targets (if applicable), energy monitoring and promote sustainable building solutions.

• Others
- Happiness Manager -building sustainable happiness initiatives that are impactful, measurable, and strategically aligned to the company's culture Creating a positive work environment and improves employee morale
- Chief Health & Well-Being Officer; Supporting HR in creation and maintenance of a culture that promotes advocacy, openness, and support within the organizations.
- Engaging with government authorities (Morality Police, Municipality, TCI…)

What will make you successful?

• Minimum 5 years’ experience in commercial real estate and facilities management
• Management of 3rd party vendors either directly or a single Integrated Facility Management supplier
• Management of real estate transactions, Landlord negotiations and alignment with agents, brokers
• Highly developed verbal, written and presentation communication skills with the ability to communicate with a wide variety of audiences.
• Client relationship and senior stakeholder management / client service experience is required
• Experienced in financial management and budgeting while identifying cost savings/avoidance
• Good knowledge of local health and safety standards and regulations
• Team management experience is essential (incl. external suppliers and internal members of the workplace solutions organization)