Jobs at Finaira (Now Hiring) — 2 open

The Facilities Senior Specialist is responsible for executing day-to-day operational management, technical maintenance, and service coordination across company facilities to maintain a safe, premium, and efficient workplace environment. Acting as a subject matter expert on-site, this role drives vendor performance, oversees both hard and soft services, manages critical compliance standards, and provides advanced operational support during corporate office expansions and relocation projects.

The difference you will make:

• Manage day-to-day facility operations, workplace services, and complex office logistics within current co-working spaces and permanent offices to ensure zero business disruption.
• Serve as the primary on-site technical coordinator during permanent office buildouts, phased expansions, and relocation initiatives; collaborates directly with contractors, movers, and decorators to ensure project timelines are met.
• Maintain functional, day-to-day coordination and builds strong working relationships with building landlords and property management teams to address building-wide issues.
• Coordinate and audits daily soft services activities including housekeeping, pantry services, waste management, pest control, and office consumables, ensuring high-quality delivery against established SLAs.
• Conduct inspections of all facility areas, identifying areas of improvement and proactively implementing corrective actions to maintain a premium workspace presentation.
• Oversee Planned Preventative Maintenance (PPM) schedules and corrective maintenance for core building systems (HVAC, electrical, plumbing, fire safety), ensuring technical issues are resolved rapidly or escalated to the Director.
• Monitor outsourced service providers, tracking vendor attendance, performance quality, and compliance with workplace health, safety, and environmental (HSE) regulations.
• Support budget tracking, drafts procurement requests, manage inventory for office consumables, and performs meticulous invoice verification against vendor contract deliverables.
• Resolve complex employee facility requests and workplace complaints with a high level of customer service and oversee the physical setup and logistical coordination for internal corporate events.
• Execute internal desk allocations, seating arrangement updates, and overall workspace readiness to smoothly accommodate headcount growth and team shifts.
• Ensure strict daily compliance with company health and safety policies, conducting risk mitigation walkthroughs, maintaining detailed incident logs, and actively supporting emergency preparedness initiatives.

What will bring you to the role:

• Education: Bachelor's degree in Business Administration, or a related field.
• Experience: 5+ years of progressive experience in facilities management, workplace coordination, or corporate operations. Proven track record of supervising vendors and handling office fit-outs or office relocation logistics.

• Technical Skills:

o Facilities Expertise: Solid, advanced understanding of facilities management principles, workplace services, and building operations (both hard and soft services).

o Vendor Governance: Direct experience handling vendor coordination, preventative maintenance work orders, service contracts, and tracking KPIs/SLAs.

o Safety & Compliance: Strong working knowledge of corporate health, safety, and environmental (HSE) regulations and emergency response protocols.

o Financial & Analytical Acumen: Proficiency in monitoring operational line-item budgets, tracking facility expenses, and verifying complex vendor invoices.

• Soft Skills:

o Strong ownership and accountability for assigned work.

o Clear and professional verbal and written communication.

o Effective time management and task prioritization.

o Analytical thinking and problem-solving skills.

o Ability to work independently, collaborate effectively and mentor junior team members.

o Ability to actively listen to customers and accurately understand their needs, expectations, and challenges.

o Adaptability and learning agility in a fast-paced environment.

o Strong attention to detail and a commitment to quality.

o Receptiveness to feedback and continuous improvement mindset.

Finaira is an Equal Opportunity Employer and is committed to providing a workplace free of discrimination and harassment. All employment decisions are based on business needs, job requirements, and individual qualifications, without regard to any status protected by the laws or regulations in the locations where we operate.