Facilities Manager - Vice President - #2148770

Job title:              Facilities Manager

Corporate Title:   Vice President

Department:         Real Estate & Services EMEA

Location:              Frankfurt

Company overview

Nomura is a global financial services group with an integrated network spanning approximately 30 countries and regions. By connecting markets East & West, Nomura services the needs of individuals, institutions, corporates and governments through its three business divisions: Wealth Management, Investment Management, and Wholesale (Global Markets and Investment Banking). Founded in 1925, the firm is built on a tradition of disciplined entrepreneurship, serving clients with creative solutions and considered thought leadership. For further information about Nomura, visit www.nomura.com.

Department overview:

Real Estate & Services is based in Nomura’s European headquarters, 1 Angel Lane (City of London).  The department is responsible for all Nomura’s properties and business services for EMEA.

This responsibility includes the management and oversight of buildings, properties and their daily operation.  Services specifically around disposal, space utilization, maintenance & repair, and all aspects of Facility Management. 

In addition, Real Estate & Services manages all services required to provide a high quality, safe and secure environment for staff, clients and visitors. This includes corporate travel and services, health, safety & environmental.

Frankfurt Real Estate & Services has responsibility of Facility Management for both hard and soft services for a busy medium sized office (number of employees: 100 – office size: 3340sqm). Liaising with specialist teams in corresponding services areas in London headquarters, it ensures the delivery of general office services in line with Cooperate standard, complying with local regulations. The position is based in the Frankfurt office and reports to Head of Real Estate & Services EMEA based in London and to local CAO.

The office is home to NFPE, French branch and NAM as well as Instinet the RE&S team provides services to all entities via SLAs and operates as landlord for entities other than NFPE.

The role forms part of a Corporate Management team whose responsibilities cover a wide range of functions.

Property Management

• Office locations responsible for: Frankfurt 
• Lease issues and updates of Property Management software
• Relationship with landlord and building manager
• Real Estate and construction projects in compliance with local legislation:
• Workplace management (hot desks; legal requirements met etc.):
• Ensure clean and adequate client service and working areas according to Nomura and legal provisions
• Insurance coverage in order to manage the firm´s risk appropriately

Subtenants Management / Management of Group Companies

• Group subtenant management (Instinet and Nomura Asset Management                       

Maintenance Management

• Maintenance calendar in compliance with technical property management in accordance with local legal legislation (including preventive and corrective maintenance)
• Optimise maintenance (particularly M&E) ensuring optimum life cycle of Assets. 
• Ensure legally required maintenance registers correctly maintained:
• Review and performance checks of maintenance:

Facility Services Management

• Delivery of general office services to meet business requirements within timelines and budget
• Provider / vendor management to ensure service quality and cost control:
• Third party support (reprographics, reception, cleaning, vending services, stationery & supplies, catering, waste and recycling, etc.)

Departmental Management 

• Management of CRES Team
• Management of Reception
• Management of other Vendors 
• Strong interaction with EMEA and Local IT and CRES Team

Security Management

• Ensure security systems and features are in place and functioning (fire life safety systems etc.)
• Keep contact with Police and Intelligence Agencies in order to gather up-to-date information regarding any security related scenario
• Provide security information to raise awareness of staff and to prevent any reasonable risk from staff (both within the office as well as on their way to and from work); demonstrations, riots, severe weather conditions, strikes etc.                           
• Prime contact with security guards, authorities, landlord and security control team in London
• Access Permission for Frankfurt Office(and upon request other continental offices)

Non-Financial Risk Management

• Operational Risk Management and Vendor Risk Management in line with Nomura and NFPE Operational Risk Management and Vendor Risk Management Framework 
• Reporting, Monitoring, Escalation

Health and Safety

• Implement legally required occupational health & safety preventive activities (annual evacuation rehearsal; first aid equipment, training for first aiders and fire marshals; reporting to workers H&S council):             

Environmental

• Ensure safe and sound working environment:
• Promote environmental projects (Earth Hour; green electricity; etc.):
• Travel & Hotel
• Inform of Travel London about any strikes or other events with impact on travel etc.:
• Management of local ground transport contracts 
• Regular meetings with hotels to ensure high quality level and support London in respect of annual tender process
• Print & Distribution
• Prime contact for local print vendor and courier services
• Management of press subscriptions

Miscellaneous Services Management

• Support for Japanese Expatriates (residences, liability insurance etc.)
• Organising events: cocktails, catering, internal events

Individual specifics of OM

• Local liaison officer for providers, vendors, landlord, authorities M&E/maintenance of technical facilities
• Communication with Superiors (Local CAO & Continental RE&S Director) and Department Heads of Frankfurt Office, London business heads and Continental OMs
• Contact for tenants for lease matters                         
• Local BCP coordinator and Risk Assessment Lead
• SharePoint
• Holder of Procuration (expenditure only, up to 10 000€ ex VAT)
• Proxy
• Power of attorney for telephones
• Power of attorney for postal services
• Other (description)

Key objectives critical to success:

• Delivery of general office services to meet the business needs within the deadline without outage
• Provision of services at competitive costs without reducing service quality
• Creation of safe and healthy work environment, complying regulations
• Continuous improvements

Skills, experience, qualifications and knowledge required

• Security
• Facilities Management
• Evacuation Coordinator & Fire Marshal
• Health & Safety Officer
• First Aider
• Member of Crisis Management Team
• Project Management
• Member of Associations
• Knowledge of local regulations on occupational health & safety; experience of implementation of occupational risk prevention management
• Wide range of knowledge and experience on general office services, and business administration
• English
• Broad minded look on diversity & inclusion
• Self-discipline, success, solution- and client-oriented
• Leadership 
• Key Contact and Go-to-Person in the Office
• Team spirit and close collaboration with local and EMEA IT and CRES Team