Global Facilities and Administration Leadership:
Act as Head of Facilities / Head of Administration for all company offices globally;Lead and coordinate Office Managers, administrative staff, and the employee responsible for travel arrangements and business meetings;Establish and maintain unified standards, procedures, and best practices for office and administrative operations;Serve as the main escalation point for facilities and office-related matters;Office Management (Primary Office ~90 employees):
Oversee daily office operations, including: catering and food services, office supplies and consumables, cleaning and maintenance, access control and basic physical security, workspace readiness and employee comfort.Ensure smooth office operations and a high level of service for employees;Vendor and Landlord Management:
Lead negotiations with landlords (leases, renewals, amendments, service levels);Manage relationships with service providers (cleaning, maintenance, catering, utilities, and other services);Negotiate commercial terms, discounts, and cost optimizations;Monitor service quality and compliance with contractual terms and SLAs;
Procurement and Office Support:
Organize procurement of furniture, equipment, consumables, and services;Ensure cost-effective purchasing and coordination of procurement across multiple locations;Budget Supervision and Cost Control (Global):
Supervise and control facilities and administrative budgets across all locations, ensuring alignment with financial targets;Monitor and manage spending discipline, actuals vs. budget, and implementation of cost-saving measures across offices;Provide consolidated reporting and cost visibility to Finance and management, ensuring transparency and predictability of expenses;Virtual Offices and Administrative Payments:
Manage virtual offices across jurisdictions (contracts, renewals, scope of services);Oversee and approve payments related to administrative and virtual office services;Ensure compliance with local requirements regarding registered addresses and administrative presence; Cross-functional Collaboration:
Work closely with IT on office infrastructure, equipment, and access-related matters;Partner with HR, Finance, and Legal on administrative and office-related topics;Support office openings, relocations, and team expansions;Required Skills & Experience:
Solid background in Facilities Management, Office Management, or Operations;Strong negotiation and vendor management skills;Experience working with budgets and financial tracking;Ability to manage multiple locations and priorities simultaneously;Confident communicator, not afraid of difficult conversations;Highly proactive and ownership-driven mindset;Fluent English;
English
Greek
Russian
German