Facilities Contract Manager

About Us
At WeWork, we provide flexible workspace solutions to help businesses of all sizes thrive in more than 37 countries worldwide. The future of work is here, and we're not just a part of that movement—we're leading it. United by a desire to build a global community, our purpose is to give members the support to do their best work, and the space to take their ideas to new heights. Join us as we empower tomorrow's world at work.

About The Opportunity
We are looking for a Contract Manager based in Bogota or Medellín, Colombia to work closely with the Area Director and Facilities Operations Manager on the strategy, and review all current systems and processes to ensure they are fit for purpose and the future.

In This Role, You Will
Vendor Management

• Manage, monitor and report on vendor performance - predominantly based around service contracts.
• You will be required to chair monthly / quarterly meetings with the respective service provider to review performance against SLAs & KPIs.
• You will ensure where there are gaps, the vendor is held accountable and follow up on actions tracked.
• You will ensure that Maintenance & Cleaning performance scorecards are up-to-date.
• Review Building Operations' responsibility in each building relating to life safety systems and ensuring there is a maintenance contract in place that is cost effective and complies with legislation.
• Track what serviced assets are at each building and ensure they comply with relevant legislation.
• Ensure all legal and statutory requirements are met with regards to our services and goods in buildings.
• Take full accountability for all costs associated with the service contracts, ensuring monthly there is a report highlighting any risks and forecasting future over spend.
• Each year you will be responsible for preparing the service contract budgets and submitting the estate costs based on future expansion.
• Manage lift vendors including all statutory inspection schedules and building data tools to allow us to identify problem buildings.
• Support the legal team on the liquor licence process (if needed).
• Be the ambassador and expert within the team on various software platforms such as Workday and Salesforce.
• Ensure our vendor invoicing and payment processes are followed and raise PO's.
• Lead the end of month Opex reviews to ensure all Opex related costs are captured and accruals are effectively captured.
• Ensure the Cost Trackers are set up across all markets, kept up to date reflecting changes to fixed contract costs and all variables (MiMos, Add Ons etc).
• Review Operational procedures and ensure the teams are working as efficiently as possible.
• Supporting Facilities Operation Manager (FOM) with underperforming vendors.
• Review and support FOM and the vendor with increases/decreases of FTE's and associated costs.

Cost Management

• Mid-month reporting.
• End month opex and budget report.
• Order platform issues/escalations support.
• REQ/PO's (incorrect POs, tickets, CT queries, etc.).

• Cost Tracker management - see above

• Invoicing and payments (accruals, late payments, escalations, etc.).

• Large/small projects (opex savings, warehouses, community cost trackers, MIMO, Add on catalog, etc.).

Strategic Contract Management

• Monitoring the pipeline of contract expirations.
• Working with procurement onWork with procurement for sourcing of new vendors:

Larger region level contracts tend to be run by procurement, more local ones are more driven by contract managers.

Sourcing stage is collaborative - both procurement and CMs bring vendors to the RFP process.

• Manage existing contract review & renewal - analyzing performance ahead of renewals.
• Manage administration process for new vendors, adding new buildings to the contract, renewals and terminations.
• Drive cost management through analysis of costs, ongoing demand and ensuring vendor accountability to agreed costs sourcing.
• Identifying and implementing efficiencies from within existing contracts.
• Renewing contract.
• New MSA submitting to Legal - Approval process - DocuSign sign off - WD upload.
• RFP's with procurement and further support of mobilisation.
• Preparing the budgets (for upcoming year) and submitting the estate costs based on future expansion.
• Work closely with the Area Director and Facilities Operations Managers on the strategy, and review all current systems and processes to ensure they are fit for purpose and the future. This will include how we are currently saving all documentation, auditing, creating new procedures / policies and identifying future systems that can aid the department and expansion.

About You
Does the below sound like you? If so, we'd love to hear from you

• Bachelor's Degree or equivalent experience preferred in Industrial engineering, Administration or related careers.
• 5+ years or equivalent experience in vendor management, Facilities, Operations
• 2+ years of management experience of leading a team made up of individual contributors.
• Experience in contracts administration (maintenance, security, facilities, utilities).
• Advanced proficiency in Microsoft Office (especially Excel).
• Intermediate knowledge of project or facilities management is a plus.
• Understanding of KPIs and operational control is desirable.
• Must have strong verbal and written communication skills, project management, and business operations experience.
• Demonstrate integrity, dependability, responsibility, accountability, self-awareness, work ethic, and compassion.

Life at WeWork
Being a WeWorker is more than just a job. We believe the magic of work is sparked by the passion you bring, the places you go, the people you meet and the purpose you follow. And it starts here. Here you will brush shoulders with those who dare to dream and do. Here you will be welcomed by a community that embraces and inspires you—because together we can achieve more. Here we challenge ideas, and explore new ways of getting things done. Whether you are part of our Employee Community Groups, or part of a global project, we ask you to bring your open-minded attitude and collaborative spirit. In return, you will be part of a team where your unique perspectives are celebrated.