Regional Head of Facilities Australia & New Zealand

Location : Sydney

Description

The Facilities Manager will be responsible for managing the overall day-to-day Facilities management operation, maintenance, security & safety of facilities, equipment, all Real estate negotiations and grounds that are leased / owned or the responsibility of Apex. The ideal candidate will be able to effectively coordinate all facilities management services, Real estate negotiations and projects meetings and other office events. You should be comfortable managing or undertaking the answering of inbound phone calls, distributing mail to employees, and handling outgoing mail. You should also possess a friendly demeanor so you can effectively interact with office visitors and interview candidates.

What you will be doing

- Facilities Management
- Management of all Facilities and Real Estate for all office locations in Australia & New Zealand
- Point of contact for landlords and in-house clients
- Provides oversight and management of the provision of general Facilities Management & Real Estate
- Ensure compliance with all procedures, policies, and regulations and ensure timely response to regulatory issues and inspection findings
- Understand the components within the lease, and our obligations
- Determine needs for space & equipment leases, purchases, and services
- Management of the Facilities budgets, both Capital & Operational spend
- Negotiate contracts with vendors and maintain vendor relationships
- Ensure that projects meet time requirements, specifications, budgets and communication standard
- Provides advice and input to decisions regarding overall property strategy, taking into account organic and acquisitive growth plans
- Responsible of capacity planning, ensuring adequate office space is provided for Apex employees
- Project manages and oversees office relocation, internal moves and refurbishments
- Prioritises, coordinates and monitors the completion of work orders for all facility maintenance issues handled by vendors
- Ensures that adequate facilities, equipment and furnishings are available and properly maintained
- Manage the Car Parks and the Car Parking policy (if applicable)
- Maintaining and implementing local House Rules
- Work with Facilities & Procurement team regarding selecting vendors for facilities services and hands-on facility worker duties
- Engage with different areas of the business such as Workday, accounts for payments & office orders and HR for HR activities & office events
- Manages building access systems
- Manages local office related procedures
- Good working relationship with the building management team to arrange fire drills and evacuation procedures
- Management of policies such as Health & Safety, Physical security, Travel, BCP and Site Security Manual
- Review Facilities KPIs Administration and legal
- Day to day submission, reviews and approvals of PO’s and or invoices within Workday, accounting team, and other administrative work
- Keeping records of all PO’s and invoices, submitting within Workday for relevant approvals, and sending for payment in timely manner




- Submitting annual inventory (Asset list)
- Working closely with local HR department
- Communicating with attorneys on any legal work
- Receiving mail and sending shipments within and outside the country
- Health, Safety & Security
- Ensures inspections are conducted to verify the facility is in secure operating condition and corrects any issues that are found as appropriate
- Oversees and performs Health & Safety work in accordance with local and national building and maintenance codes
- Manage all Facilities faults reported and make sure that all are completed in a suitable timeframe
- Others
- Organizing corporate events, meetings, directors, and management office visits
- Manage the Travel procedure, provide support to staff regarding visas and travel organization
- Performs other related duties as assigned

Skills Required

- Minimum of 3 – 5 years in-house Facilities Management & Real Estate experience in a corporate office environment or similar
- Corporate / multi-site experience
- Contract experience & Negotiating skills
- Lease knowledge, design, building materials, real estate
- Knowledge of Health & Safety and security procedures
- Excellent problem solving, team and time management skills, managing multiple deadlines for self and others
- Able to supervise and manage effectively staff members
- Proficiency to operate independently
- Knowledge of project management methods and techniques
- Experience of office relocations and refurbishments
- Knowledge of facilities functions and procedures (ie, building codes, electrical systems, furniture, space planning)
- Excellent verbal and written communication skills to various levels both externally and internally in the organization
- Good communication, management, and mentoring skills
- Flexible approach to working duties

What you will get in return

- A genuinely unique opportunity to be part of an expanding large global business.
- Competitive remuneration commensurate with skills and experience.
- Training and development opportunities.

Additional information: We are an equal opportunity employer and ensure that no applicant is subject to less favourable treatment on the grounds of gender, gender identity, marital status, race, colour, nationality, ethnicity, age, sexual orientation, socio-economic, responsibilities for dependants, physical or mental disability. Any hiring decision are made on the basis of skills, qualifications and experiences. We measure our success as a business, not only by delivering great products and services and continually increasing our assets under administration and market share, but also by how we positively impact people, society and the planet. For more information on our commitment to Corporate Social Responsibility (CSR)



please https://www.apexgroup.com/corporate-social-responsibility/

Personal data provided by job applicant(s) will be used for recruitment purposes only and will be treated strictly confidential. Such personal data can be accessed by different Apex stakeholders within and out of country for the consideration of the job application hereunder. Application made by the job applicant(s) constitutes the irrevocable consent of the job applicant for her/his personal data to be used by Apex stakeholders within or outside country for the purpose of this recruitment.

Disclaimer: Unsolicited CVs sent to Apex (Talent Acquisition Team or Hiring Managers) by recruitment agencies will not be accepted for this position. Apex operates a direct sourcing model and where agency assistance is required, the Talent Acquisition team will engage directly with our exclusive recruitment partners.

About Apex Group We are dedicated to driving positive change in financial services while fuelling the growth and ambitions of asset managers, allocators, financial institutions, and family offices. Established in Bermuda in 2003, the Group has continually disrupted the asset serving industry through our investment in innovation and talent. Today, we set the pace in asset servicing and stand out for our unique single-source solution and unified cross asset-class platform which supports the entire value chain, harnesses leading innovative technology, and benefits from cross-jurisdictional expertise delivered by a long-standing management team and over 13,000 highly integrated professionals.

We’re a people-powered business, and our people are full of ambition. Together, we’re inspired to lead the new era of data and tech enabled service. Bringing recent products and services to market. Sharpening our client focus. Disrupting the market to exceed expectations. Innovating across a range of specialisms. With our focus on making a difference to our people, our planet and our society, you’ll experience more here than you would at most other companies. Prepare to accelerate. We’re a people-powered business with a vision to inspire a new era of service-led FinTech. We’re expanding globally and offering more to our clients. This means you get more opportunities to grow with us. So prepare to accelerate. We’ll make sure the time and effort you put in takes you further, faster. Positive change starts with you. We’re a people-powered business with a vision to inspire a new era of service-led FinTech. We’re expanding globally and offering more to our clients. This means you get more opportunities to grow with us. So prepare to accelerate. We’ll make sure the time and effort you put in takes you further, faster. The journey is yours to own. When you stretch yourself, you grow.

We want you to explore ways of working that will see you thrive as part of something bigger. We’ll help you with a solid structure, challenging projects, vibrant networks, supportive colleagues and approachable leaders. All the things you need to own your unique journey. Find out more about us

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📌 Regional Head of Facilities Australia & New Zealand (Sydney)
🏢 CO_MGHLTD APEX GROUP HOLDINGS AUSTRALIA PTY
📍 Sydney