Facilities Lead - Instashop

Facilities Management & Operations

• Lead day-to-day FM operations across InstaShop locations — covering reception, maintenance, cleaning, pantry, vending machines, stationery, mail, and archiving.

• Monitor the performance and quality of outsourced services including housekeeping, pest control, and fleet.

• Supervise the FM team, manage workload distribution, and drive strategic planning for team goals and objectives.

• Handle all facilities needs across logistics hubs and dark stores, ensuring timely follow-up and resolution.

• Manage daily operational requests including desk allocation, space utilization, furniture, and parking arrangements.

Contract & Vendor Management

• Supervise renewals and negotiate contracts with external service providers (water dispensers, coffee machines, and other FM services).

• Liaise with maintenance contractors and suppliers for office consumables across all sites.

• Establish and maintain vendor files; verify accuracy of submitted documentation.

• Maintain accurate records of all contracts, annual leases, work orders, service requests, and executed works.

Service Quality & Compliance

• Review and analyze monthly third-party service reports; ensure adherence to KPIs and SLAs.

• Respond to and resolve help desk tickets raised through the Facilities department.

Asset & Procurement Management

• Manage the procurement process ensuring timely purchasing and accurate financial documentation.

• Coordinate the internal and external movement of all company assets.

Workplace Projects, Events & People Experience

• Plan and execute workplace projects, office improvements, and employee-facing events that reflect InstaShop's culture and energize the community.

• Drive people experience initiatives that foster belonging, connection, and community across all locations.

• Develop project plans and timelines ensuring initiatives are delivered on time, on brand, and with measurable impact on employee satisfaction.

Qualifications & Experience

• Bachelor's degree in Business Administration, Hospitality, Facilities Management, Engineering (Mechanical, Electrical, or Civil), or a related field.

• Minimum 2 years of experience in facilities management, workplace operations, or a similar fast-paced service-delivery environment.

• Solid understanding of building systems, maintenance protocols, and safety standards to effectively oversee vendor performance and ensure service quality.

Skills & Competencies

• Proficiency in MS Office and facilities management tools/systems.

• Strong contract negotiation, vendor management, and organizational skills.

• Ability to multitask and manage multiple stakeholders across locations effectively.

• Excellent communication skills in both English and Arabic.