Facility Coordinator/Specialist

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Facility Coordinator/Specialist

mid · Real Estate

OVERALL MISSION

The Facility Coordinator/Specialist (FC) is responsible for maintaining all systems in the stores for Hermès Italy and Greece, external warehouses and headquarters, and monitoring and managing the internal and external conditions of the buildings in line with the maison standards of excellence. This implies coordinating the store staff and service providers, while adhering to company internal control procedures.

Key Responsibilities

          1. Ordinary maintenance of buildings and systems

• Supervise the planning of maintenance activities;
• Control the timing, costs and quality of ordinary maintenance;
• Coordinate and control external suppliers;
• Analyze and assess suppliers’ quotations;
• Support tender processes where needed; 
• Ensure the administration of the budget assigned to each store regarding facility management. 
• Ensure routine maintenance interventions of the stores, external warehouses and headquarters based on a scheduled calendar, through the coordination of the store staff responsible for facility management; 
• Ensure the proper functioning of technical systems (HVAC, electrical, plumbing, smoke detection, automatic fire extinguishing, security, CCTV systems…);
• Conduct regular yearly inspections at all stores to ensure the decor and functionality of the properties, in compliance with corporate guidelines and assigned budgets, drafting a five-year plan of ordinary maintenance related to the maintenance of walls, horizontal surfaces, and furnishing elements; 
• Animate and develop the community of facility ambassadors in store;

• Manage autonomously operational emergencies connected with facility management. 

  2. General Services

• Ensure relations with security and cleaning companies to guarantee the quality and efficiency of the service provided;
• Ensure the analysis and review of maintenance and service contracts with periodic deadlines, identifying and evaluating potential new maintenance providers and service suppliers for the headquarter and stores;
• Ensure the administration of the budget assigned to each store regarding expenses for cleaning services (curtains, carpet, mosaic, windows…).

          3. Extraordinary maintenance

• Ensure extraordinary maintenance interventions based on the issues reported by the store, identifying the most effective solutions in terms of timing and quality of execution, verifying that they are carried out according to high predefined quality standards while respecting the agreed cost estimations; 
• Ensure corrective interventions on systems, structures, and furnishings following extraordinary events, natural disasters, faults, malfunctions, and service disruptions, ensuring the activation and coordination of suppliers to carry out the remedial interventions; 
• Liase with the Store Manager and the Retail team to agree on extraordinary interventions. 

          4. Other activities

• Constantly seek solutions that foster continuous improvement and issue prevention or anticipation in facility management; 
• Integrate sustainability in facility management through energy consumption optimization, waste reduction and sustainable procurement prioritization; 
• Regularly assess suppliers’ performance through quality reports and ensure constant and consistent feedback  to external providers;
• Coordinate Group projects at subsidiary level to improve the efficiency and effectiveness of facility management;
• Collaborate with the safety consultant for interventions related to the safety of the store and offices.
• Support the Internal Control department providing the required documentation and arranging any extraordinary maintenance intervention for the resolution of open audit points;
• Ensure support in case of inspections from internal or external stakeholders (e.g. insurance etc.); 
• Sponsor cutting-hedge solutions and is constantly updated about emerging trends in the facility field.

Profile

• 3+ years of experience in facility management;
• Technical degree (preferred);
• Experience in luxury retail (preferred);
• Organized, precise and deadline-oriented. Rigorous, reliable and pragmatic. Service-minded and performance-driven;
• Overall cost and market value knowledge for various facility activities;
• Good working knowledge of MS Word, Excel, and PowerPoint;
• Strong stakeholder management; ability to influence without authority and to collaborate across functions;
• Excellent written and verbal communication skills; language requirements: Italian, fluent English, French is a plus (not mandatory);
• Frequent travel required.

Hermès engages positive and passionate people who own the following requirements:

• Excellent interpersonal and communication skills, with a customer service orientation;

• Team player mentality to build meaningful relationships and ability to work autonomously;

• Availability, flexibility and dynamism to function in a high-pace environment;

• Determined to be part of a people centric retail project, for which is required vocation for human values, passion and a strong aesthetic sense.

In Hermès diversity of experience and  perspectives create a better work environment, we value, ensure and believe in gender equality, welcoming individuals of all backgrounds. Join the human adventure of Hermès.