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Haldusjuht/Büroojuht - OFFICE FACILITIES MANAGER

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Haldusjuht/Büroojuht - OFFICE FACILITIES MANAGER

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Interactive Brokers based in Tallinn is looking for a motivated and driven Office Facilities Manager to oversee the general facilities and to ensure processes in the office flow efficiently and smoothly. You will be working closely with stakeholders across the business, managing key external suppliers and providing a high level of service to support the operation needs of the business.

Reporting to the Europe Facilities Manager (EFM), you will work in collaboration with building managers, local technical management, office management, IT and general office support staff to operate facilities at optimal utilisation levels. You will be an integral part of a team that is building one of the world’s strongest brokerage brands, and part of a global enterprise that employs technology in all aspects of its business to generate prudent and controlled growth.

Responsibilities

  • Ensure the company is adhering to all Health & Safety obligations across the office
  • To proactively lead on the day-to-day management of planned maintenance and repairs
  • To maintain the integrity of the office via the implementation of physical and electronic security, business continuity, structural/non-structural elements of building fabric and fire safety
  • To ensure that relevant audits and workplace inspections are undertaken
  • Ensure statutory policies, for example Risk Assessments and PPE are set out within company procedures and that members of staff can follow and embrace guidance as appropriate
  • Maintain office space management: perform employee/office moves, changes, additions, leavers etc including working closely with the IT Team for user set-ups
  • Maintain shared office equipment such as printers, faxes, scanners, copy machines, etc. and their respective service agreements
  • Support the EFM and the Project Management team in office reconfigurations
  • Manage office supplies and mail distribution
  • Office lunch management – Supplier and Contract Management
  • Review utility consumption – ensuring contracts/supplies are cost effective
  • Maintain all the ancillary computer equipment (monitors, monitor arms, headsets, cameras, cables)
  • Support and implement office safety policies and protocols including COVID-19 measures
  • Manage relationships with landlord, suppliers, and other key stakeholders
  • Manage and implement staff training modules
  • Review and troubleshoot HVAC (heating, ventilation, and air conditioning)
  • Support sustainability and initiatives
  • Ad-hoc Office Facilities tasks

Qualifications, Skills & Attributes

  • Minimum 3-5 years’ experience in a similar role managing an office of 100 + people with a proven background in Workplace/Facilities Management (desirable: previous employment within FinTech Company)
  • Bachelor’s degree in Facilities Management or related field preferred
  • Strong English, Estonian and Russian (Verbal & Written)
  • Certificate in Health & Safety or completed training in this field
  • Strong understanding of Hard & Soft Services
  • Experience leading on complex facilities challenges through to resolution
  • Ability to remain calm under pressure.
  • A proven people manager: you have experience leading a workplace team
  • Experience managing contractors and service providers that support the running of the office
  • Good PC skills, Including Microsoft Office
  • Strong organisational skills as well as ability to multitask and think outside the box
  • Team player with a hands-on approach to facilities management
  • Ability to lift heavy equipment up to 25kg (transfer/moves)
  • You will have the ability to work in a complex and fast paced environment to achieve the best results 

The recruitment process is conducted by Manpower Estonia, Info: 5888 9928 or [email protected]

Interactive Brokers LLC, a subsidiary of Interactive Brokers Group, Inc. (Ticker: IBKR) is a direct access electronic broker serving professionals, frequent traders, institutional investors, financial advisors and introducing brokers. Our clients have access to more than 150 market centers around the world from a single integrated account. Our employees are part of a dynamic, multi-national, fast-paced, results-oriented team that has spent four decades focused on advanced technology and automation that equips our clients with a uniquely sophisticated platform to manage their investment portfolios. We provide our clients with advantageous execution prices, risk and portfolio management tools, research facilities and investment products, at low or no cost, positioning them to achieve superior returns.

Headquartered in Greenwich, CT, USA. IBKR has offices in more than 15 countries across the world.

„Professionaalsus, kiire tegutsemine, põhjalik tagasiside, leidlikud lahendused - väga meeldiv suhelda.“

Kaidi Veiert, GlaxoSmithKline Eesti OÜ HR Advisor/Operations Specialist

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